Shopify invoices, payments and credit notes in QuickBooks Online, without re-keying.

The books should match the shipments

If you invoice per shipment but your accounting only sees the Shopify order, your receivables never quite line up: one QuickBooks invoice, three partial payments, and a bookkeeper reconciling by hand at month-end. Qixeo sends QuickBooks the same invoices your customers received, with the same numbers.

What is created in QuickBooks

• Invoice. A QuickBooks invoice with the same number, date and due date; one line per item plus shipping, discount and tax; billing and shipping addresses; and a memo with the PO number, the Shopify order number and the shipment.
• Payment. A payment linked to that invoice, carrying your reference (the check number or ACH ID). The invoice is synced first if it hasn't been.
• Credit note. A credit memo against the customer.

Customers are matched by email, then by name. If there is no match, a customer is created with the billing address. Products are not matched to your QuickBooks items: every line is booked to one service item, "Qixeo Sales", created for you against an income account, with the product, variant and SKU in the line description.

QuickBooks Online sync, in the docs.

Connecting takes a minute

Select Connect QuickBooks in the app's settings and sign in to Intuit. Two options appear, both on to begin with: auto-sync new invoices as they are created, and sync recorded payments to the matching QuickBooks invoice. With auto-sync off, each invoice has a Sync to QuickBooks button instead.

When the totals don't agree

If your QuickBooks company uses Automated Sales Tax, QuickBooks works out tax itself from the shipping address, and its figure can differ from Shopify's by a few cents. Qixeo checks what QuickBooks booked after each sync. A difference is written to the invoice's timeline with a Total differs badge and both amounts, so you see it before month-end rather than during it.

A failed sync never stops an invoice from being created or sent. The invoice shows the error and Sync to QuickBooks stays available to retry. Settings shows how many invoices failed or booked at a different total in the last 30 days, each with a link to review.

Not on QuickBooks?

The reconciliation export on the Dashboard downloads a CSV with one row per order: order number, customer email, currency and order total, then the number, amount, date and status of each invoice, then Total Invoiced and Remaining Balance. Pick a date range or export everything. Voided invoices are left out.

Reconciliation export, in the docs.

Plans

QuickBooks Online sync is on the B2B plan, alongside automated reminders, the receivables dashboard, statements and the customer portal. The reconciliation CSV is on Growth and above. Compare plans.