How to integrate Ecwid with QuickBooks Online using SaasAnt PayTraQer

This guide shows how to install PayTraQer, connect Ecwid, choose how data posts, set your rules, pull history, and turn on auto sync. It is written for QuickBooks Online.

Who this is for

Bookkeepers, accountants, and store owners who take orders on Ecwid and want clean, matched records in QuickBooks Online.

Before you start

• You need access to install apps in your QuickBooks Online company.
  

• You need an Ecwid account you can authorize.
  

• If you are not the QuickBooks admin, use Invite admin/client during setup.
  

• If you sell in more than one currency, decide the clearing bank for each currency.
  

Quick setup: 5-minute success path

1. In QuickBooks Online, open Apps or Integrations, search PayTraQer, click Get app now, and authorize.
   

2. Choose Sync Mode: Consolidated or Itemized. Click Get Started.
   

3. In PayTraQer, go to Connectors → eCommerce connectors → Ecwid → Connect, then approve in Ecwid.
   

4. Pick your Ecwid Bank Account as the clearing bank for sales. Save.
   

5. PayTraQer auto downloads the last 60 days.
   

6. In QuickBooks, verify one sale and one fee entry.
   

Step by step

1) Install PayTraQer from QuickBooks

• Open Apps or Integrations in QuickBooks Online.
  

• Search PayTraQer. Click Get app now and follow the prompts.
  

• Allow PayTraQer to access your QuickBooks company.
  

2) Choose your Sync Mode

You can change this later in settings.

3) Connect Ecwid

• In PayTraQer, open Connectors → eCommerce connectors → Ecwid → Connect.
  

• Sign in to Ecwid and approve access.

  

• Not an admin. Use Invite admin/client to send an authorization link.
  

4) First-time settings after redirect

• Clearing account. Set Bank Account to deposit your sales/income to your Ecwid Bank Account per currency.
  

• Save. PayTraQer automatically downloads the last 60 days of Ecwid data.
  

• Need other dates. Use Download historical transactions with date filters.

  
  

• Turn on Auto Sync to pull and post new activity at the interval you set.

  
  

What the sync does

PayTraQer reads Ecwid orders and related activity and creates the right records in QuickBooks based on your settings.

Note: Fees post to your chosen fee expense account with vendor set to Ecwid.

Configure posting rules

Each section shows what the setting controls, a safe default, when to change it, and a quick check.

Sales settings

Accounts

• Bank Account to deposit your sales/income
  

  • Default: Ecwid Bank Account per currency.
    

  • Change when: You keep separate clearing banks by currency or brand.
    

  • Check: Sales and fees land in the same clearing bank.
    

Payment method

• Payment methods to track your transactions
  

  • Default: Ecwid.
    

  • Check: Payment Method shows Ecwid on created sales.
    

Separate GL by payment system

• Do you want to configure separate GL accounts for your payment system
  

  • Default: No.
    

  • Use when: You link payment connectors and want accounts by processor.
    

  • Path: Link processors under Payment connectors to enable this.
    

Record the Sales as

• Default: Invoice.
  

• Use when: Switch to Sales Receipt if payment is collected at order time.
  

• Check: New Ecwid sales use the selected form.
  

Customers

• Create Customer automatically if it does not exist
  

  • Default: Yes.
    

  • Check: No import errors for missing customers.
    

• Common Customer for your Sales Transactions
  

  • Default: Off.
    

  • Use when: You run summaries or do not need per-customer detail.
    

• Customize Customer Matching
  

  • Use when: Buyer names differ from your QuickBooks customers.
    

  • Check: Repeat buyers map to a single customer record.
    

Tracking

• Location/Department and Class
  

  • Default: Not set.
    

  • Use when: You track by location or class.
    

  • Check: New sales carry the selected values.
    

Sync scope

• Skip the sales and process the associated fees only
  

  • Default: No.
    

  • Use when: Sales come from another system and you only want fee expenses.
    

Products and services

Auto Creation

• Do you want to create Products/Services automatically
  

  • Default: Yes to avoid missing item errors.
    

• Type for auto-created items
  

  • Default: Non-Inventory or Service.
    

• Income Account for auto-created items
  

  • Default: Sales.
    

  • Check: New items point to the chosen income account.
    

Match Product

• Match Product by
  

  • Default: Name. Use SKU if both catalogs use stable SKUs.
    

• Customize Product Matching
  

  • Use when: Names differ between Ecwid and QuickBooks.
    

  • Check: No duplicate items appear.
    

Common Item

• Use common product/service for all your sales
  

  • Default: No.
    

  • Use when: You post summaries or do not need item detail.
    

  • Then: Select common product/service to pick the default item.
    

Tax settings

Auto Tax calculation

• Default: Yes to detect and apply tax on synced sales and expenses.
  

Tax included settings

• Tax Included in Payments
  

  • Enter the Tax Percentage (%) for direct payments if tax is included.
    

• Shipping tax percentage
  

  • Enter the Tax Percentage (%) for shipping amounts if shipping is taxable.
    

Default Tax Code

• Tax Code
  

  • Choose a common tax code to apply to all transactions.
    

  • This overrides automatic detection.
    

• Check: Open a synced sale and confirm the tax code and amount.
  

Fees settings

Core fee setup

• Select Vendor who receives the Payment Fees: set to Ecwid.
  

• Select Fee Category to record the expenses: choose Ecwid Fees or your fee expense account.
  

• Bank Account to record Payment Fees: the Ecwid Bank Account per currency.
  

• Configure separate GL by payment system: keep No unless you want GL by processor.
  

• Class and Location/Department for your Fees: set defaults if you report by these fields.
  

• Skip the fee details from syncing: keep No to capture fee lines.

Payouts and settlements

Do you want to process the payouts/settlements

• Default: No. Turn On to create Bank Transfer transactions from the Ecwid clearing bank to your real checking account.

• Check: Transfers match deposits in your bank feed when enabled.

Clearing account vs checking account
The clearing account holds Ecwid sales and fees inside QuickBooks.
The checking account is your real bank that receives the payout.
When payouts are on, transfers move money from clearing to checking so the clearing account nets to zero.

Payment processors in Ecwid

If you accept payments through processors linked to Ecwid, you can link those under Payment connectors in PayTraQer. Once linked, you can turn on separate GL accounts by payment system to route sales and fees to different accounts by processor.

Verify your first sync

Use a short date range, then check these in QuickBooks:

• A sale posts to the Ecwid Bank Account with the correct form and Payment Method Ecwid.

• Buyer names follow your Customer Matching rules or your common customer.

• Items exist, map correctly, or were auto-created with the right income account.

• One fee expense posts to the Ecwid Fees account with vendor Ecwid and the clearing bank.

• The tax code and amount look right on a sample sale.

• If payouts are on, a Bank Transfer moves funds to your checking account and matches your bank feed.
  

Troubleshooting

• No data after connect
  Recheck Ecwid authorization and connector status. Confirm date filters.

• Deposits do not match
  Turn on payouts and select your real checking account as the settlement account.

• Clearing account does not zero
  Post sales and fees to the same clearing bank and enable payouts.

• Wrong item on sales
  Change Match Product by to SKU or Name. Add Product Matching. Keep auto-create on.

• Duplicate customers
  Add Customer Matching rules or use a Common Customer for summaries.

• Tax looks off
  Review Auto Tax, Tax Included in Payments, Shipping tax, and Tax Code settings. Test again.

• Only need fee entries
  Turn on Skip the sales and process the associated fees only.
  

FAQs

Can I sync Ecwid as a daily summary instead of itemized lines
Yes. Choose Consolidated Sync during setup or change it later in Sync Mode.

How do I record Ecwid fees to one expense account
In Fees settings, set Vendor to Ecwid and choose your fee expense account.

What form should I use for Ecwid sales
Use Invoices if you bill later. Use Sales Receipts if payment is collected at order time.

What if a product does not exist in QuickBooks
Enable auto-create items or map names or SKUs in Product Matching. You can also use a common item for summaries.

Can I configure different GL accounts by payment processor
Yes. Link processors under Payment connectors, then turn on “configure separate GL accounts for your payment system.”

Can I post only Ecwid fees and skip sales
Yes. Turn on “Skip the sales and process the associated fees only” in Sales settings.

Security and permissions

• From Ecwid: PayTraQer uses read-only access to orders, fees, refunds, payouts, customers, and items.

• In QuickBooks Online: With your approval, PayTraQer creates or updates sales, payments, refunds, expenses, and transfers.
  

Known limits and notes

• PayTraQer auto downloads the last 60 days after first connect. Use date filters to pull other ranges.

• For multi-currency, set a clearing bank per currency.

• If SKUs differ, match by Name or add Product Matching rules.