Connecting Your QuickBooks Online Account to shopVOX

Tyler MacDonald Updated by Tyler MacDonald

Connect shopVOX to QuickBooks to save you time by not having to recreate customers or transactions in QuickBooks. When you start to use shopVOX, any transaction that is customer-facing will always be created in shopVOX and will then be synced to QuickBooks for accounting.

Connect to QuickBooks Online

  1. Click on the Settings button from the top right corner of the screen.
  1. You will see the list of settings > Click on Accounting.
  1. Click on Quickbooks Online under the accounting section to establish a connection.
  1. If you aren't already logged into QuickBooks Online, you'll be prompted to enter your Username and Password for Quickbooks.
  2. You will see a green checkmark when Quickbooks Online is successfully connected. Now, shopVOX and Quickbooks are synced, there are a few more things we'll need to set up before we can start sending information to Quickbooks Online.

Import Customers and Contacts

You may copy all customers, contacts, addresses, email, and phone numbers from your Quickbooks Online without having to worry about adding customers manually in shopVOX. Click on "Import Customers, contacts, and addresses. More step-by-step instructions on adding customers can be found here.

Required Quickbooks Items to Copy into shopVOX

  • Sales Taxes
  • Term Codes
  • Payment Methods
  • Chart of Accounts
  1. Import your Sales Taxes by clicking on Copy from Quickbooks Online button. Here is a screenshot of the sales tax item.
  1. Select the Quickbooks items you wish to copy into shopVOX on all of the required items from the list above (Sales Tax, Term Codes, Payment Methods, and COAs).
  1. After you copy the Chart of Accounts from your Quickbooks you will need to "map" them to the appropriate shopVOX Accounts. This tells shopVOX which of the QuickBooks chart of accounts it needs to use for each type of transaction in shopVOX. Click on the pencil icon to edit the COA Mapping and in each drop-down, select the QuickBooks account you want to use for each type of transaction.
  1. You are ready to sync your transaction information with Quickbooks Online.

Adjusting Your shopVOX Account to Sync to Quickbooks

Now that you have all the parts you need to be copied exactly from Quickbooks, you can now make changes to shopVOX so everything will sync where it needs to go!

  1. COA Mapping

Go to Settings >> Accounting >> scroll down you can see COA Mapping

For all the "internal" shopVOX accounts, you need to select the matching COA account from Quickbooks.

  • The labels on the left represent the required accounts.
  • The labels on the right represent your COA accounts mapped with required accounts.
    • NOTE: These are the default accounts when you first created your shopVOX account.
  • Click on the pencil symbol and edit the default mapping and add your copied COA’s

  1. Making adjustments to Products in your account

There are two things you'll want to edit for each of our starter products.

  • Income Account
  • COG Account

Why is this important?

When your Invoices get posted to Quickbooks, you want to make sure the revenue from each line item goes into the correct Income account. This will keep your accountant happy.

In Settings click on Products

Click each Product >> Click the Pencil Icon next to Income Account and COG account and select the appropriate account from the drop-down list.

Make sure you do this for all the Products in your account.

Test Sync to Quickbooks

Create a test invoice and payment in shopVOX, then click on the Post to Accounting icon and select an invoice to sync to Quickbooks.

You are now ready to sync invoices and payments to Quickbooks. It is recommended to sync at least once a week.

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