Sync Orders from QuickBooks to ShipStation

Introduction

This article gives you step by step instructions for creating orders in QuickBooks and having them appear in ShipStation.

Delay

There is up to a fifteen minute delay in syncing orders from QB to your ordering solution. Connex downloads the orders from company file, stores them, and processes them in a batch. To process them ASAP, go back to the Connex configure page. Click save and sync. Hover over the gear and click transaction log to see activity.

Demo

To see a live demo of the integration, go to our demos page.

Connex for QuickBooks

You must set-up your ShipStation connection on the my connections page. On the configure page, follow these steps:

  1. On the QB export tab, check the box for sync orders from QuickBooks.
  2. If you want update orders in QB and update the order in ShipStation, click update orders. If you want to update orders, go to the transaction tab of Connex. If you want to update invoices in QB, select invoices as the transaction mode. Otherwise, select sales orders.
  3. Click save and sync.

QuickBooks

You must create an invoice or sales order in QB. It must have a class called ShipStation. Here are the steps:

Class Tracking

Each order must have a class called ShipStation. To enable class tracking in QuickBooks, follow these steps:

  1. In QuickBooks, go to edit > preferences > accounting > use class tracking for transactions.
  2. Create a new invoice in QuickBooks and mark the class as ShipStation.

Creating Orders

In QuickBooks, create a new invoice or sales order. Here is an example order.

Web Connector

You must run the web connector to send orders to Connex:

  1. In QB, go to File > Update Web Services.
  2. Next to Connex, check the box on the left.
  3. Click update selected.

If you have auto run enabled on the web connector, you could wait for it to run. Updating or creating an order in QuickBooks will cause the web connector to send the order to us for processing.

Examples

Here is an example order from QuickBooks. Here is an example order in ShipStation. Orders with no balance will create payments in ShipStation.

Change Order Status

When Connex insert orders, we insert them with the awaiting shipment status. To change the order status, follow these steps:

  1. In Connex, hover over the gear and click rules engine.
  2. Click the link to turn on the advanced rules engine.
  3. There will be two parts. For form 1, enter these values. For form 2, enter these values.

Change Store Name

By default, Connex will sync all orders to a ShipStation store called manual orders. To change the store name, you must set-up a rule:

  1. In Connex, hover over the gear and click rules engine.
  2. Click the link to turn on the advanced rules engine.
  3. There will be two parts. Enter these values for form 1 and form 2.

If you have multiple connections at the my connections page, follow these steps:

  1. If you have multiple connections at the my connections page, click connections.
  2. Select the connection where the store should change.
  3. If you have other rules, click connections next to each one. 
  4. Specify where they should execute.

Why are the same orders being transferred several times?

If you check update orders on the QB export tab, then Connex will attempt to sync the same order twice:

  1. Connex searches QB for orders recently modified where the class is ShipStation.
  2. Connex syncs the orders to ShipStation.
  3. ShipStation modifies the order in QB by adding shipping details.
  4. Connex searches QB and finds the recently modified order and attempts to sync it to ShipStation.
  5. ShipStation says the order shipped and the cycle stops.

You can turn the button off. You only need it on, if you update orders in QB prior to them being shipped.

 

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