Connect Shopify to QuickBooks

Sales run through Shopify. The books are in QuickBooks. Without an integration, someone exports the Shopify finance summary each month, hand-keys a few journal lines, guesses at the Shopify Payments fee, and the QuickBooks bank balance never matches the statement.

• Each paid order is booked as a sales receipt with product, shipping, discount, and tax on separate lines, so the revenue and liability accounts are right
• Shopify Payments payouts are reconciled to a bank deposit whose total matches the bank line, with processing fees on a negative line to a fees account
• Refunds and partial refunds post as refund receipts against the original order, categorized the same way
• Every entry is a run you can inspect, so a deposit or receipt that looks wrong traces back to the order and the transactions inside the payout

The bookkeeping flow most stores turn on first.

Every paid Shopify order booked in QuickBooks as a sales receipt, payout reconciled

Two flows. One on the order, one on the payout, both safe to repeat.

1. 1
   Trigger: a Webhook trigger with Auto Register With Shopify for orders/paid, carrying id, name (the "#1001" order number), line_items, total_tax, shipping_lines, total_discounts, and customer.
2. 2
   Idempotency: query QuickBooks for a sales receipt whose DocNumber equals the Shopify order name. If one exists, stop.
3. 3
   Customer: query QuickBooks for a customer with customer.email, then Create Customer or Update Customer, so a repeat buyer is not duplicated.
4. 4
   Sales receipt: QuickBooks Create Sales Receipt to Undeposited Funds, one line per line_item to a Sales Income account, plus a shipping line, a discount line, and a tax line mapped to the tax agency.
5. 5
   Payout flow: a daily scheduled flow lists new Shopify payouts and their transactions (charge, refund, fee, adjustment), then Create Entity with the Deposit type to the bank account clearing the matching receipts, with a negative line for total fees to Merchant Fees.
6. 6
   Exceptions: a payout transaction type the mapping does not cover, or an order whose tax lines do not sum, goes to a person as a Wait for form task with the Shopify link, rather than being guessed at.

The starting map for the Shopify order to QuickBooks SalesReceipt step.

• Paid orders. Each paid order becomes a sales receipt with product, shipping, discount, and tax on separate lines. (Shopify to QuickBooks)
• Payout deposits. Each Shopify Payments payout is a bank deposit that clears the matching receipts, with fees on a negative line. (Shopify to QuickBooks)
• Refunds. Full and partial refunds, from Shopify's refund webhook, become refund receipts through Create Entity against the original customer and accounts. (Shopify to QuickBooks)
• Product cost (optional). A QuickBooks item cost change can update the Shopify variant cost so margin reports line up. Off by default. (QuickBooks to Shopify)

The same controls apply to this sync as to every other Neblex workload.

• Run history. Every entry is a run with the Shopify order or payout, the transactions inside it, and the receipt or deposit it created. A failed run can be replayed from the step that failed, and the existence check stops a second posting.
• Review tasks. Unmapped SKUs, tax lines that do not sum, and unrecognized payout transaction types go to a person as a task rather than posting a wrong line.
• Scoped access. Shopify uses a custom app token scoped to read_orders and read_shopify_payments_payouts. QuickBooks uses an OAuth connection to one company file.
• Environments. Build against a Shopify development store and a QuickBooks sandbox company, then promote the same flow to production.