To download and sync Ecwid transactions into QuickBooks Online, you must link your Ecwid account with PayTraQer. This article explains how to integrate your Ecwid account with PayTraQer.

Step 1: Open the Ecwid connector in PayTraQer

• Log in to PayTraQer with the QuickBooks Online company you wish to sync with Ecwid.

• In the left menu, select Connectors.

• Choose E-commerce Connectors to see the E-commerce platforms linked to your PayTraQer account.

• Find your Ecwid connection in the list before proceeding to the next step.

Step 2: Review how Ecwid transactions will be recorded in QuickBooks

• In the Ecwid connector row, click on See How It Works.

• A User Guide window will open, showing how PayTraQer syncs Ecwid transactions into QuickBooks entries.

• Under Transaction Recording, check the mapping displayed for your Ecwid sync.

• Make sure that the payment is recorded as an invoice payment, and the fees are expenses in QuickBooks.

• Confirm that Customer Refund is listed as Refund in QuickBooks.

• Click “OK” once you have reviewed the transaction flow.

Step 3: Open the Transactions page in PayTraQer 

• On the left menu, select Transactions.

• The Transactions dashboard has various organizational views that assist in managing and checking your data flow:

• Stay in the Review tab to view Ecwid transactions that are prepared to sync with QuickBooks Online.

• In the Review tab, click on Filter.

• You can use options such as Date, Amount, Payment System, Transaction Type, Transaction ID, and Contact to filter the records.

• Select Current Page if you want to choose all transactions that are currently displayed.

• By applying the required filters, you can quickly find the Ecwid transactions you need to review or sync.

• This makes it easier to work with only the relevant transactions instead of going through each record manually.

• Once you have applied the necessary filters, choose the Ecwid transactions you want to process.

• The selected records will be highlighted, and the total number of selected transactions will be visible at the bottom.

• Use Sync to upload all selected Ecwid transactions to QuickBooks Online at once.

• Choose Ignore if you do not wish to sync the selected transactions.

• Click Clear Selection to discard the selected records and restart if necessary.

• This option enables you to manage multiple Ecwid transactions in one go instead of syncing them one at a time.

Step 4: Start the sync review for the Ecwid transaction 

• To sync the transaction, click on Review & Sync.

• PayTraQer will display the transaction details on the right side of the screen.

• In this section, confirm the Ecwid transaction number, date, and amount.

• Also, check the QuickBooks transaction type mapped to this record.

• Ensure you are looking at the right Ecwid payment before proceeding.

Step 5: Confirm the synchronization result

• After the sync, check the Sync Details window.

• Make sure the status shows Successful.

• Verify the QuickBooks entries created for the transaction, including the Invoice and Payment.

Step 6: Verify the synced transaction in PayTraQer

• Go to the Synced tab to check the Ecwid transactions that are already in QuickBooks Online.

• Select Report if you want to see the sync summary.

• If the transaction was mistakenly posted, use Undo to reverse the sync from PayTraQer.

• Use Details to review what was generated for the synced record.

• Click on Open in QuickBooks next to the Invoice or Payment to check the record directly in QuickBooks Online.

Step 7: Review past sync

• Go to the Sync History tab to look at previous Bay sync activities.

• Look at the sync date, the types of transactions made, and the count of successful or failed records.

• This page helps you monitor earlier sync operations and verify what was posted.

• If needed, you can use Undo here to reverse the Ecwid transaction that was synced earlier.

Step 8: Open the Ecwid Sync Settings page 

• In the left menu, select Settings.

• Choose Sync Settings from the list of options.

• Find the Ecwid connector card on the page.

• Click Change Settings to access the Ecwid sync configuration.

• Ensure the Ecwid settings screen is displayed before making any changes.

• This page allows you to manage how Ecwid Sales, items, customers, taxes, and fees sync with QuickBooks Online.

Step 10: Configure the Sales tab

• Open the Sales tab in the Ecwid Sync Settings screen.

• Under Accounts, select the bank account for Ecwid's sales deposits in QuickBooks Online.

• Choose the payment method for tracking Ecwid transactions.

• In the Customers section, decide if PayTraQer should automatically create customers if they don't exist in QuickBooks Online.

• If you prefer not to create separate customers for each transaction, select a Common Customer for Ecwid sales.

• Use “Customize Customer Matching” if you want PayTraQer to align Ecwid customers with existing QuickBooks customers based on your chosen matching rule.

• Check any additional options for sales posting, tracking, class, or location if your QuickBooks company utilizes them.

• If your process needs fee-only posting, look at the sync option for skipping sales and only processing related fees.

• After reviewing the sales-related mapping, click “Save”.

Step 11: Configure the Product and Services tab

• Open the Product & Services tab.

• Enable the option to automatically create products or services if the Ecwid item isn't already in QuickBooks Online.

• Select the type of product or service that PayTraQer should generate, like Non-Inventory, if it suits your workflow.

• Pick the income account that will be associated with the products or services created from Ecwid transactions.

• In the Match Product section, decide how product matching should occur, such as by Name.

• Utilize Customize Product Matching if you wish to establish precise matching rules between Ecwid items and QuickBooks products or services.

• In the Common Item section, if you prefer all Ecwid sales to utilize a single common item in QuickBooks Online, enable the common product or service option and choose that item.

• Carefully review the product setup to ensure that new and existing Ecwid items sync properly.

• Click “Save” once the Product and Services settings are finalized.

Step12: Configure the Tax tab

• Open the Tax tab.

• Enable automatic tax calculation if you want PayTraQer to automatically compute and apply tax for all Ecwid sales and expenses.

• Enter the necessary tax percentage for direct payments received if your setup requires tax values in this section.

• Enter the shipping tax percentage if you need to track shipping tax separately.

• Select the common tax code you want PayTraQer to use for Ecwid transactions in QuickBooks Online.

• Make sure the tax code you select here matches the tax setup in QuickBooks Online.

• Check the full tax mapping before saving, as incorrect tax settings can affect transaction totals and reporting.

• Click “Save” after you finish with the Tax tab.

Step 13: Configure the Fees tab

• Choose the vendor that will get the Square payment fees, pick the fee category to log those expenses, and specify the bank account for recording the payment fees in QuickBooks.

• If you want all synced fee entries to be assigned to one class for reporting, select a class for your fees.

• Select a location or department for your fees, or enable the option to skip syncing fee details.

• Check the fees tab thoroughly, then click Save.

Step 14: Configure the Payout tab

• Next, open the Payout tab.

• Decide if you want to handle payouts or settlements from Square.

• Turn on this option if you want PayTraQer to sync payouts as transfer transactions to your chosen checking account.

• Check the payout settings thoroughly, then click Save.

Step 15: Configure the Payment Processors tab

• If you take payments via processors connected to Ecwid, you can connect them under Payment connectors in PayTraQer.

• After linking, you can enable separate GL accounts for each payment system to direct sales and fees to different accounts based on the processor.