Getting started with shopVOX
Getting started with shopVOX
Your Account
Icons and Interface Tour
Inviting Users to Your Team
Setting Roles for your Team
My Profile + SMTP Settings
Import Customers & Contacts from your Accounting software
Adding Vendors
How do I Update Our Billing Info?
Connecting Your Sage One Accounting to shopVOX
Transaction Numbers Settings
Add your Payment Gateway
Adding Your Own Products
Setup Vendor Catalogs
A Guide to Creating Your First Order
Microsoft Outlook - Two Factor Authentication
Customize your account with Add-on Features
Importing and Exporting Customers & Contacts with a spreadsheet
Transactions: New Quote
Database Migration Support for shopVOX - Legacy data
Notifications: Keep your entire team up to date
Color Picker - Saving Colors
Transactions: What are Transactions?
Transactions: New Sales Order
"What's New" Feature: Your Guide to shopVOX Updates
How Do I Cancel My shopVOX Account?
Transactions: New Invoice
Securing Your shopVOX Account with Two-Factor Authentication (2FA)
How to Create a Quote
shopVOX's History Tracking for Quotes, Sales Orders, Invoices, and Jobs
Save Time with Emailed Document Templates
Webinars in shopVOX Pro: Learn and Grow with Us
shopVOX Express vs. Pro. Explaining the differences in Workflow
Optimizing Quotation Efficiency: Unlocking the Power of Multiple Quantities with shopVOX
Workflows - Quick Overview Express VS Pro
Global Search in shopVOX
Sales
Managing Customer and Leads
Sales Order States
Customer Alerts & Flags
Reports
Merge Customers
Adding new Contacts to Existing Customers
Customer Contacts: Setting Primary and Billing Contacts
Managing dates on Quotes, Sales Orders, and Invoices
Sales Leads - Sample Pipeline Setup
Understanding Quote Statuses in shopVOX
Sales Leads on Business Intelligence Dashboard
Products & Pricing
Basic Pricing concepts
Advanced Pricing concepts
A Comprehensive Guide to Ternary Operations in shopVOX
Product Templates - How to Turn on a Product Template
Mastering the Use of *, /, +, -, >, <, >=, <=, % in Ternary Operations
Unlocking Efficiency: Harnessing System Variables and References to Create a Click Charge
Undertanding Sell/Buy Ratio in shopVOX
Product System Formula - with Filter
Product Templates - Custom Formula Logic
Product Template - Add New Defualt Items Configuration Window
Custom Logic in shopVOX: Evaluating Multiple Boolean Modifiers
Mastering the Use of &&, ||, and === in Ternary Operations
Product Template - Add New Drop-Down Menu Configuration Window
Products: Utilizing the "Reference" Field to Combine two References into one Click Charge
Custom Product, Template, and Code Modifiers
Apparel Decoration
How to Price Color Changes
How to Price Promotional Products
How to Price Digitizing
How to Price Direct To Garment Printing
Tracking Partially Fulfilled Apparel Orders in shopVOX
How to Price Color Matches
Comprehensive Guide to Setting Up a Basic Apparel Product in shopVOX
Integrated SAGE Promo ( promotional catalog )
Golden Products
Golden Product: Flyer - with BOM
Golden Product: Postcard- with BOM
Golden Product: Greeting Cards - with BOM
Golden Product: Calendar - with BOM
Golden Products List by Global Region
Products shopVOX Golden Products
Golden Product: Brochures - with BOM
Golden Product: Print + Copy - with BOM
Golden Product: Business Cards - with BOM
Golden Product: Booklet - with BOM
Golden Product: Door Hangers - with BOM
How to Publish Products in shopVOX
Product Templates & Formulas Explained
Product Templates - Using System Formulas
Product Templates - Using System Formulas - Adding a Double Sided check box
Product Templates - User Created Formulas
Product Templates - User Created Formulas - Adding a Double side check box
Product Pricing - Round to 2 or 4 Decimal places
Products: Grid Pricing Example
Managing Your Product Catalog with shopVOX
Setting Up Labor Rates in shopVOX: A Simple Guide
Setting Up Machine Rates in shopVOX: A Comprehensive Guide
Materials Management in shopVOX: A Comprehensive Guide
Product Pricing: Material Wastage Calculator
Understanding Modifiers in shopVOX: Enhancing Product Pricing Flexibility
Workflow Stages and Templates Explained
Product Features - Custom Fields
Products - Pricing Type - Formulas
Product Pricing : Cost Plus
Increasing Product Prices by a Percentage in shopVOX - PBase
Production Management
Uploading and Sending Proofs for Approval
Using a TV for your Job Board
Creating Your Own Custom Job Views
Accounting and Reporting
QuickBooks Online
QuickBooks Desktop
Xero
Connecting to your Accounting Software
Sales Commissions
Streamline In-Store Payments with with Stripe Terminal or USB Credit Card readers in shopVOX
Avalara AvaTax - Sales tax setup guide
Differences between USA QuickBooks Online and Non-USA QuickBooks Online
How to create Partial Invoices
Multiple Currency Add-On - How it works and setting up
Setting Up Your Account
Accounting
How are Users Billed?
Five challenges to consider when setting up your Account
shopVOX Work Flow - The Big Picture
Leveraging External IP Addresses for Security
Hide or Show Quotes & Sales Orders, Ordered Quotes, and Invoiced Quotes and Sales Orders
Add Your Logo and Company Info
How to add Additional Charges to your Quotes, Sales Orders and Invoices
Terms and Conditions
Document's and PDF Settings
Group and Describe Jobs with Tags
How to Change Password
Forms: Customizing Forms in shopVOX
Common Questions About Users
Flagging a user as a "Sales Rep"
Industry Specific Content
Automation & Integrations
Shipping
APIs
What is an API?
How an API Works: A Simple Explanation
Leveraging the Power of shopVOX with API Integration
API Essentials: Understanding the Backbone of Software Communication
Building Your Own Custom Integration with shopVOX APIs
JSON Demystified: The Universal Language of Data Exchange
I'm having an issue with the shopVOX APIs. Who do I contact?
Does shopVOX do custom development?
Does shopVOX integrate with Salesforce?
Setting up Mailchimp Integration in shopVOX
Sales Leads Web Form in shopVOX: Streamline Prospect Capture and Management
Simplify User Authentication with OAuth Integration in shopVOX
Who to Contact for shopVOX API Issues
Setting up Constant Contact Integration in shopVOX
Does shopVOX integrate with Microsoft Project?
API and Webhooks integration feature
shopVOX Go! App
Discovering Your shopVOX API Credentials: A Step-by-Step Guide
Automation - Scheduled Actions
What are some popular advantages when using Zapier?
FAQs
shopVOX specific terms
Common questions
How to increase Database size ?
Opening PDFs directly in your browser
shopVOX User Types
Empowering Project Managers in the Proofing Process: A Guide to Workflow Enhancement with shopVOX
Hex Color file to match PMS color chart
How do I disabled user?
What is the Admin checkbox for when creating a new user?
Invoicing - Enhancing Customer Engagement: Tracking Invoice Views with shopVOX Pro
Where do jobs "fit" in the order process in ShopVOX?
Why can't I print the PDF documents directly, instead of downloading?
How can I send a quote and a proof together in one email to my customer?
Terms and Definitions
Printing Examples - Letterpress Printing
Printing Types Defined
Printing Examples - Digital Printing
Printing Examples - Offset
Errors and Troubleshooting
How to clear history from Chrome browser?
When I convert a quote to a work order, does the name of the order and the line item description carry forward or do I have to rewrite?
How to optimize your browser for shopVOX
Streamlining Proof Attachment to New Sales Orders for Enhanced Efficiency
Setting Up Minimum Order Amounts in shopVOX
What is our IP address for the mail server ?
Custom PDF in shopVOX
shopVOX Pro - Onboarding
Onboarding - Simple Products Setup
Mastering Product Setup in shopVOX: A Step-by-Step Guide from Basics to Advanced Customization
Lesson 1: Setting Up a Basic Product
Lesson 2: Introducing Dynamic Pricing Based on Square Footage
Lesson 3: Enhancing the Product with Templates and Dropdown Menus
Lesson 4: Adding a Default Item Linked to Modifiers
Lesson 5: Implementing a Double-Sided Boolean Modifier with Conditional Logic
Lesson 6: Replacing a System Formula with a Custom Formula
Lesson 7: Integrating Custom Formula into the Conditional Double-Sided Logic
Lesson 8: Adding an Additional Dropdown Menu
Lesson 9: Creating Custom Fields to Enhance Usability
Lesson 10: Implementing a Rush Charge Option
Summary Conclusion: Lessons 1-10
Quoting and Order Management
Adding/Updating Customers and Contacts
Purchase Orders - How to Add Materials and Products to a Purchase Order in shopVOX PRO for the Inventory Add-on
Stay Organized with Notes, Tasks, and Assets
Roll-Up Line Items to Combine Pricing
Purchasing and Receiving Blank Garments
Creating Your Own Custom Views
How to Issue Refunds and Credit Memos
Add Ons
Ecommerce
Ecommerce - Web Store
Ecommerce: Creating Discount Codes
Ecommerce - Steps to setup custom URL for paid cPortal
Webstore & Shopping Cart Examples from shopVOX Users
Setting up a Shopping Cart to sell online - Changing the URL
Ecommerce - cPortal - White Label Setup
Ecommerce - cPortal
Ecommerce - Overview
Empowering Your Customers with the Free cPortal
Ecommerce - Shopping Cart
Ecommerce - Apparel Web Store
Inventory
Inventory Module Add-On - Setup and use of Feature
Inventory Module Add-On - Setup Locations
Inventory Module Add-On
Divisions
Vehicle Wrap
Amazon S3 Storage
Amazon S3 (Simple Storage Service) - shopVOX Add-On
Amazon S3 (Simple Storage Service) - Amazon S3 Pricing
Amazon S3 Add-On (Simple Storage Service) - What is it?
Projects in shopVOX: Comprehensive Guide
Service Job Add-On: Streamline Your Workflow with shopVOX's New Service Job Feature
- All Categories
- Accounting and Reporting
- QuickBooks Desktop
- Connecting shopVOX to QuickBooks Desktop: Streamlined Sync for Your Financials
Connecting shopVOX to QuickBooks Desktop: Streamlined Sync for Your Financials
Updated by Tyler MacDonald
In this guide, we’ll walk you through setting up the integration between shopVOX and QuickBooks Desktop, enabling smooth syncing of invoices, payments, credit memos, and purchase orders. Once connected, this integration will keep your sales, accounts receivable, and sales tax information seamlessly up-to-date, providing a comprehensive view of your financials across platforms.
Initial Setup Requirements
Before starting the sync process, there are a few preliminary steps to take care of:
- Install the QuickBooks Web Connector – Follow QuickBooks Desktop’s instructions to download and install the Web Connector.
- Import Key Financial Data from QuickBooks – Add your Chart of Accounts, Sales Taxes, Term Codes, and Payment Methods to your shopVOX account to ensure a smooth connection and data mapping.
Items Eligible for Syncing
The integration supports syncing the following items:
- Invoices
- Payments
- Credit Memos
- Purchase Orders
Recommended Syncing Order
To maintain data accuracy, follow this sequence when syncing:
- Invoices
- Credit Memos
- Payments
- Un-Applied Payments
Note: Purchase Orders can be synced at any time.
Setting Up the QuickBooks Web Connector
Step 1: Establish the connection in QuickBooks, go to File > Update Web Services and select the QuickBooks Web Connector to open the application.
Step 2: Configure shopVOX for QuickBooks Desktop In shopVOX, navigate to Settings > Accounting > QuickBooks Desktop. Confirm the recent sync date
- Confirm the recent sync date
- Download the QWC file, which contains your connection details.
- Open this file to generate a unique password for the QuickBooks Web Connector.
- Click continue in shopVOX to reveal your password
Step 3: Link shopVOX and QuickBooks Within the QuickBooks Web Connector, go to File > Add Application
and locate the QWC file you downloaded. Accept the application and set a sync interval (1-5 minutes).
In the password field enter the password previously revealed in shopVOX.
Step 4: Finalize QuickBooks Configuration To ensure smooth syncing, verify these QuickBooks settings:
- Sales Tax: Enable sales tax by confirming "Do you charge sales tax?" is set to Yes.
- Accounting: In Edit > Preferences > Company Preferences, confirm that "Use account Numbers" is checked.
Adding QuickBooks Desktop items into shopVOX
Currently, QuickBooks Desktop doesn’t support direct imports into shopVOX, so you’ll need to manually enter your information.
To align the systems effectively, replicate the following QuickBooks items in shopVOX, using exact names (copy/paste) to ensure consistency and accuracy.
- Sales Taxes – Enter name, agency, rate, and tax code, noting split rates if applicable.
- Term Codes – Include name, number of days, code type, and down payment percentage.
- Payment Methods – Specify name and type. (Some types may vary by accounting software.)
- Chart of Accounts (COA) – You don’t need every COA item—only specific accounts necessary for syncing.
COA Mapping in shopVOX
After setting up COA items in shopVOX, map each to its corresponding QuickBooks account for proper transaction categorization.
Even if you’re not using Purchase Orders, select a QuickBooks account for each type of transaction to ensure compatibility.
Confirming the Setup
Once everything is configured:
- Click on Post to Accounting within shopVOX.
- Scroll to Step 3 and confirm your sync settings.
Need Assistance?
For questions or additional help, reach out to our Live Support Team or email support@shopvox.com. We’re here to ensure you get the most out of your QuickBooks Desktop integration.
With your QuickBooks Desktop now synced to shopVOX, managing your financials is simpler and more efficient. This integration provides a consolidated view of key financial metrics across both systems, keeping your data accurate and your workflow streamlined. Happy syncing!