QuickBooks eBay Integration: How to Sync eCommerce Sales Automatically?

QuickBooks eBay Integration: How to Sync eCommerce Sales Automatically?

QuickBooks offers numerous features to ease your accounting duties while eBay keeps your selling information. Instead of switching between eBay and QuickBooks, what if you connect both of these? By integrating eBay with QuickBooks Online, one can share the data across both apps. This also helps you to connect multiple sales channels, automate eCommerce sales, and much more. If you have no idea how you should get started with QuickBooks eBay integration, we will enlighten you through this guide. Read the details carefully and find out the benefits of integrating eBay with QuickBooks Online.

How Does QuickBooks eBay Integration Work?

As you connect both QuickBooks and eBay platforms, it automates certain duties while saving tons of hours every day. Hence, you do need to manually enter the customers, invoices(Create QuickBooks Invoice), and products. If you are wondering what all tasks you can automate with QuickBooks Online and eBay integration, look at the following details:

  • With this integration, you can update stock levels between eBay and QuickBooks.
  • You can share any created or updated products from your eBay to QuickBooks account.
  • Users can also share when the order is prepared on eBay and update or create the sales invoice in QuickBooks.

How to Proceed with QuickBooks Online and eBay Integration?

To get started with QuickBooks Online and eBay integration, one has to set up the QuickBooks Connector between QuickBooks Online and eBay. The process is quite simple. All you have to do is perform three steps; Connect, Configure, and Sync. To be more precise, you will have to connect eBay with QuickBooks, configure the integration such as synchronization and workflow, and sync the data.

In the following details, you will learn how you can start with QuickBooks Online eBay integration in three simple steps:

Step 1: Connect eBay with QuickBooks

The first step is to connect both QuickBooks Online and eBay to QuickBooks Connector. If you have already connected both the apps, then move to the next step. Otherwise, continue following these steps to get your eBay app connected with QuickBooks Online:

  • To get started, log in to the “QuickBooks Online” account.
  • Then, navigate to the “Apps” section located on the left.
  • Here, you can use the search bar to find apps and type “eBay Connector”. Once you find it in the result, click on it in order to install the app.
  • Now, select the “Connect” button.
  • At this point, you will be redirected to the “Connections” tab in the QuickBooks Connector. Here, you can select the “Connect to eBay” option.
  • After this, you can type the credentials for logging into the eBay account.

Once you successfully log in to the account, your eBay account connects automatically and is authorized with the QuickBooks Connector file. At this moment, you can add another connection if required. All you have to do is press the Add Connection button. Otherwise, you can move forward to configure QuickBooks eBay integration.

Step 2: Start Configuring QuickBooks Online and eBay Integration

The process of configuring eBay and QuickBooks integration invoices various options. You can set up the preferences in a way you want both apps to work for your business. Make sure you set the preferences under the guidance of a professional as it may affect your accounting or integration. Let’s find out how you can configure both apps to automate eCommerce sales.

Set Up the Synchronization Options

Before you configure the workflow, you will have to set up the Synchronization Options. For this, you need to set up these:

  • Integrations Starting Date
  • Account Timezone
  • Email Sync Reports Options

Review the Workflows

At this point, you will find a number of workflows that can be set up by you. It includes Invoice Create Workflow, Payouts Creation Workflow, Product Creation Workflow, and Stock Update Workflow. Although all these are optional, you can still use these workflows to demonstrate the complete capabilities of your setup. For instance,

  • The sales from your eBay account will be shared with QuickBooks Online in the form of an invoice.
  • The products from your eBay account will be prepared in QuickBooks Online.
  • Stock level updates will be shared with eBay from your QuickBooks Online account.

Let’s find out what all workflows are available on the list and how you can take advantage of them to make your setup effective.

Invoice Create Workflow

If you choose the very first option for a workflow (when the orders are prepared in eBay, the sale will be created in QuickBooks Online), you will be prompted with the following:

  • Create the filters so that you can decide what order will be recovered from the eBay account. In addition, you will need to set filters based on the status of your orders.
  • Users can also decide if they want your sale to be created as a sales receipt or sales invoice to QuickBooks Online.

For advanced settings, you can select the Advanced Options and then set the following preferences:

  • Order Number Prefix: When you add a prefix here, it gets added to all the orders that came from the eBay account. For example, your eBay order is 1234 and you input the order number prefix as EB then the order will be retrieved as EB1234 in the QuickBooks Connector and will be sent to QuickBooks Online.
  • Use Shipping Item: You might need to charge your customers with extra shipping charges on the sales. If it happens then the integration will allow you to mention the specific item to assign the shipping charges. This will also allow you to track the revenue that is generated from these shipping charges.
  • Discount Product: This option works like a shipping item. All you have to do is choose a specific discount item. You can track the discounts on the sales as well.
  • Surcharge Product: By selecting this option, you can make sure that all the surcharge line items which are not assigned to the specific surcharge product will be assigned to a default surcharge product chosen here.
  • Select Tax Type: This option lets you set the preferred tax type to use when sharing sales to QuickBooks Online.
  • Assign Sales to Location or Assign Sales to Class: By selecting these two options, you can select the default location or class within QuickBooks Online.
  • Assign Sale to the: This option lets you select the nature of the record of your customer that you are creating. By default, it is set to the “Original Customer”. But, if the eBay customers mention the company name and you want to display it within the accounting system then you can select the “Customer’s Organization” option. However, if you don’t want to mention the customer records within QuickBooks then you can choose the “Generic Online Sale Customer” option. This will sync all the accounting systems against the generic eBay customer record.
  • Automatic Invoice Number: By using this option, you can disregard your eBay order number and use sequential numbering convention within the accounting system.
  • Rounding Off Product: For this option, you can choose the preferred product to use when you share the rounding differences as a line item.
  • DueDate Offset: If the transactions don’t have any due date then this option will assign the due date type. The date is calculated with the help of the transaction date, the type, the due date offset specified. If you don’t set it, the transaction date will be used as a due date.
  • Allow Credit Card Payments: If you prefer to allow credit card payments for your transactions then you can mark this option.

If required you can determine how you prefer to match the eBay products with the QuickBooks Online products. You can match the products either by SKU or Name. To properly integrate the sales with the accounting system, make sure your eBay items are set up with unique SKUs.

Important Note: QuickBooks Online integrations have two product matching options which are as follows:

  • Name: You can match the SKU field of the product from eBay to the Name field of the product in QuickBooks Online.
  • SKU: You can match the SKU field of the product from eBay to the SKU field of the product in QuickBooks Online.
  • If you want your new items within the invoices from eBay to be made in QuickBooks Online, then mark the “Create New Items in QuickBooks Online” option. Here, you can choose the expense and income account to be used for both inventoried as well as non-inventoried items.
  • Thereafter, you will have to see the “Tax Configuration” screen. This should be noted that for each tax defined/created in eBay, you have to choose its corresponding tax code in QBO.
  • After this, you can choose if you want to register the payment data against the sales from eBay within QuickBooks Online.
  • You will also find the option to restrive the refunded orders from eBay. Here, you will be prompted to map the “Fallback account” from where the payment amount is refunded. In addition, you need to add the preferred “Refund Number Prefix”. This will appear before your refund receipt number.

Once you are done adding your preferences for the Invoice Create Workflow, you can click on the Save button.

Payouts Creation Workflow

If you enable the Payout Creation workflow, this will allow QuickBooks Connector to create deposits automatically within QuickBooks Online for your payouts that are sent to the account by eBay.

Important Note: If you enable Payouts workflow to sync with QuickBooks Online, we suggest you disable the Orders Workflow as it could double up the reported revenue. Moreover, you might need to authenticate eBay again and grant access to Payouts (in case you are using this workflow for the first time).

  • You need to enter details into the “Bank Account” section. This is the field where eBay Payouts will be recorded as a Bank Transaction. Remember to use the account, it should be a “Bank” or “Other Current Asset” account.
  • When you see the “Create a Deposit” field, you can assign the “Default Payment Method” if you want to divert the unmapped payment methods into the selected account.
  • In the “Income Accounts” field, you can select the income account where you can map different payment methods for clearing accounts.
  • In the “Expense Accounts” field, you can map the charges, taxes, and fees of the payout.

After adding your preferences for the Payout workflow, you can hit the Save button to keep the changes.

Product Creation Workflow

If you are willing to create the products from eBay then you can choose the workflow that says, when the product is made on eBay, it should create the new items in the QBO workflow. In addition, you can choose the expense and income account for both inventoried as well as non-inventoried items. Once done saving the choices, you can save the changes.

Stock Update Workflow

When you see a workflow that says “when the stock levels are updated in QBO, update the stick levels in eBay as well”. By choosing this workflow, you can decide how you would like to match the item with the QuickBooks Online products. You can match the items either by SKU or Name. Thereafter, you can save the changes.

Please Note: Make sure you enable this option before the integration especially if you are having the stock levels set up in your QBO. Otherwise, you may end up seeing the eBay stock levels wiped out.

Step 3: Sync the Data

As you have set the workflow, your account is ready to sync the data across the apps. When you enable the auto-sync option, your account will start syncing every hour. If required you can set the manual sync as well. All you have to do is click on the Sync Now option located on the Synchronization Options on the Manage tab.

Bonus Tip: eBay stores can also be connected with QuickBooks Commerce. All you have to proceed with is the installation process. Thereafter, you can configure the dashboard, set the preferences for sync options, and review errors if needed.

Benefits of QuickBooks eBay Integration

When you connect eBay with the accounting platform, it serves you a number of benefits such as automation in sales and other tasks. Read on to know the major benefits of using QuickBooks eBay integration:

  • By integrating QuickBooks with eBay, you can save money and time by sharing the data automatically between both platforms.
  • You can also connect several sales channels to QuickBooks while ensuring that your stock levels are updated.
  • With eBay and QuickBooks integration, one can remove the manual data entry as well as shortcuts that may result in errors by humans.

To Conclude

By integrating eBay with QuickBooks, you can perform multiple tasks such as updating stock levels, creating products, updating sales receipts, and so on. You can automate workflow by setting the preferences based on your business requirement. Here, we have given you a detailed guide for QuickBooks eBay integration so you can connect both apps with proper care. This will ease your business task and save so many hours every day.

Do you want to integrate more? Check out the following guides and learn to integrate QuickBooks with TSheet and Gusto.

  • How to Proceed with Gusto QuickBooks Integration?
  • How to Integrate TSheets with QuickBooks Desktop?
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