Connecting shopVOX to QuickBooks Desktop: Streamlined Sync for Your Financials

Tyler MacDonald 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:

  1. Install the QuickBooks Web Connector – Follow QuickBooks Desktop’s instructions to download and install the Web Connector.
  2. 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

To maintain data accuracy, follow this sequence when syncing:

  1. Invoices
  2. Credit Memos
  3. Payments
  4. 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.

  1. Sales Taxes – Enter name, agency, rate, and tax code, noting split rates if applicable.
  2. Term Codes – Include name, number of days, code type, and down payment percentage.
  3. Payment Methods – Specify name and type. (Some types may vary by accounting software.)
  4. 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:

  1. Click on Post to Accounting within shopVOX.
  2. 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!

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