How to integrate eBay with QuickBooks Online using SaasAnt PayTraQer

This guide shows how to install PayTraQer, connect eBay, 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 sellers who take orders on eBay 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 eBay account you can authorize.
  

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

• If you use 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 → eBay → Connect, then approve in eBay.
   

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

5. Pull the last 60 days automatically.
   

6. In QuickBooks, verify one sale, one fee, and your chosen posting form.
   

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 eBay

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

• Sign in to eBay 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 eBay Bank Account per currency.
  

• Save. PayTraQer automatically downloads the last 60 days of eBay 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.

  
  

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: eBay 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: eBay.
    

  • Check: Payment Method shows eBay 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 linked payment connectors and want accounts by payment type.
    

  • Check: Posting accounts change based on the payment source.
    

Record the Sales as

• Default: Invoice.
  

• Use when: Switch to Sales Receipt if you close payment at the point of sale.
  

• Check: New eBay 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 eBay 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 Accounts Mapping

• Sales Tax: map to your eBay Sales Tax code in QuickBooks.
  

• Withheld Tax: map to eBay Sales Tax or the code you use for withheld tax.
  

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

Fees settings

Core fee setup

• Select Vendor who receives the Payment Fees: eBay per currency.
  

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

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

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

• 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.
  

Fee category mapping
Map each eBay fee type to an expense account you use in QuickBooks.

Tip: Use a parent account eBay Fees with subaccounts if you want detailed reporting by fee type.

Payouts and settlements

Do you want to process the payouts/settlements

• Default: No. Turn On to create Bank Transfer transactions from the eBay 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 sales and fees from eBay 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.

Verify your first sync

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

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

• 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 eBay Fees account with vendor eBay 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 eBay 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 and Tax Accounts Mapping, then test again.
  

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

FAQs

Can I sync eBay 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 eBay fees to one expense account
In Fees settings, set Vendor to eBay and choose your fee expense account. Map fee categories if you want detail.

What form should I use for eBay sales
Use Invoices if you bill later. Use Sales Receipts if payment is completed 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 method
Yes. Turn on “configure separate GL accounts for your payment system” after linking payment connectors.

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

Security and permissions

• From eBay: 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.