QuickBooks Online Getting Started
To get started with QuickBooks Online, go into Business Integrations, and click on Connect to QuickBooks Online – The “Enable Payments” checkbox allows Orderwerks to utilize QuickBooks Payments:
You will be redirected to login and authorize the connection between Orderwerks and QuickBooks Online:
Once connected, there are a number of different settings that can be configured with the Integration. Two of the most important ones are these:
If turned on, it will put the Orderwerks Order Number or Quote number into the Invoice or Estimate reference area in the bottom left.
*Note: If you turn on the Integration setting to put the Orderwerks Order No. in the Customer Memo field, then you need to be sure that the Custom Transaction Numbers is turned OFF otherwise your Invoices will have a blank Invoice No. This setting is turned on by default within QuickBooks Online.
You will be redirected to login and authorize the connection between Orderwerks and QuickBooks Online:Once connected, there are a number of different settings that can be configured with the Integration. Two of the most important ones are these:If turned on, it will put the Orderwerks Order Number or Quote number into the Invoice or Estimate reference area in the bottom left.Prerequisite: Be sure that you have the ‘Shipping’ Line Item option is turned on in QuickBooks Online, otherwise you won’t be able to make Invoices from Orderwerks: Login to QuickBooks Online, click the Gear on the top corner > Your Company > Account and Settings > Sales > Sales form content > Shipping > On > Save
QuickBooks Online Pull Customers
Click to expand- Click Menu then your Account Designation button – Customers, Resellers, Dealers, Vendors, etc.
- Click Pull Customers in the QuickBooks Online box in the action bar.
- While it’s pulling in the Accounts, there will be a progress indicator showing you the progress – total processed vs total number.
- Once completed, the page will refresh and you should see your accounts pulled in.
| QuickBooks Online Property | Orderwerks Property |
| Display Name | Name, Ship To Name, Bill To Name, |
| Primary Email Address | |
| Company Name | Ship To Company Name, Bill To Company Name |
| Ship Address Line One | Ship To Address Line One |
| Ship Address Line Two | Ship To Address Line Two |
| Ship Address City | Ship To City |
| Ship Address Country Sub Division Code | Ship To State |
| Ship Address Postal Code | Ship To Postal Code |
| Primary Phone | Ship To Phone, Bill To Phone |
| Fax | Ship To Fax, Bill To Fax |
| Bill Address Line One | Bill To Address Line One |
| Bill Address Line Two | Bill To Address Line Two |
| Bill Address City | Bill To City |
| Bill Address Country Sub Division Code | Bill To State |
| Bill Address Postal Code | Bill To Postal Code |
| Resale Num | Resale Tax ID |
QuickBooks Online Pull Products
Click to expandPrerequisites:
- Setup One Price Group for the Catalog to pull the Products into.
- Set the Default Price Group for QuickBooks Online.
- Click Menuthen Catalogs
- Check the checkbox next to the Catalog you’d like to pull the items into. (This should be the same as you set the default price group for.)
- Click Pull Catalog Items
- While it’s pulling in the Catalog Items, there will be a progress indicator showing you the progress – total processed vs total number.
- Once completed you can view the Catalog to see the available Catalog Items.
- Click Connect Catalog Items
- While it’s pulling in the Catalog Items, there will be a progress indicator showing you the progress – total processed vs total number.
- Once completed you can view the Catalog to see the available Catalog Items.
QuickBooks Online Create Invoices
Click to expandCreating Invoices is an easy process and currently is supported from the Shipments, Order Entry and Orders screens.
Prerequisite: The account/customer that you’re creating an invoice for and all of the catalog items must be connected with QuickBooks Online already.Order Entry Screen
- Click Menu then Orders.
- Click the Order name to enter the order.
- Make sure the order is not in preliminary, and find the QuickBooks Online buttons in the top right.
- Click on Create Invoice - a sidebar will open up on the right side where you can review / change some details. Click Save.
- Review the PDF from QuickBooks Online of the Invoice.
- Click Menu then Shipments.
- Either create a new Shipment Group or locate an existing one.
- Click Create Invoice
- Fill in any of the available additional fields / details.
- Click Save
QuickBooks Online Pull Invoices As Orders
Click to expandOn the Orders screen, open the QuickBooks Online menu in the action bar and select Pull Invoices As Orders.You'll be prompted to choose a start date. Orderwerks then retrieves invoices created in QuickBooks Online from that date forward and checks whether each one is already linked to an Order. If no connected Order exists, Orderwerks creates one and links it to the QuickBooks Online invoice.This is useful for backfilling Orders from invoices that were created outside of Orderwerks.
Grouped Invoices
Within the integration settings you can setup Grouped Invoices that allow you to bundle multiple orders into a single generated invoice in QuickBooks Online. We offer three different strategies for this. You can set a system default as well as customize this selection individually for each of your customers. Those options are as follows:- Standard - Sum the quantity for each of the same SKU's with the same price across all of the orders.
- Sum By Order - A single invoice line item for each of the orders and the total for all of those items. Note: This requires designating a single product / catalog item to be used for the line item.
- Grouped By Day - Sorted by Order and Day, a single line item for each of the orders items, with the order name as the line item description.
Common Fixes
Resolving Invoice Creation Errors
Click to expandWhen creating an invoice, you may sometimes see an error message. This message usually indicates which product in QuickBooks Online needs attention.
Step 1: Check if the item exists in QuickBooks Online
- If the item exists but is marked inactive or deleted, you’ll need to restore it directly in QuickBooks Online.
- To do this, log in to QuickBooks, locate the item, and manually reactivate it.
Step 2: If the item no longer exists in QuickBooks Online
- If the product has been replaced with a newer one, or it simply doesn’t exist anymore, you’ll need to update it in Orderwerks.
- Open the item in Orderwerks, scroll down to the QuickBooks Online section, and use the manual item lookup tool.
- Search for the correct item, select it, and click Save.
Step 3: Retry invoice creation
Once the item is restored or remapped correctly, you’ll be able to create the invoice without issue.Manual Item Adjustments
Click to expandWhat is Manual Item Adjustment?
If the automatic connection between an item in your Orderwerks catalog and a QuickBooks Online product requires manual intervention, you can configure the item directly from the catalog item settings. This is useful when items weren't matched automatically during sync, or when you need precise control over how a specific item interacts with QuickBooks Online.Accessing Manual Settings
- Open the catalog item you want to adjust
- Click the pencil icon to open the Edit Item sidebar
- Scroll down to the QuickBooks Online section
Available Settings
- Skip Updating - Prevents this item from being overwritten in Orderwerks when syncing data from QuickBooks Online. Useful for preserving manual changes or custom fields unique to Orderwerks.
- Skip Sending - Prevents changes made to this item in Orderwerks from being pushed to QuickBooks Online. Helpful for items managed exclusively in Orderwerks that should not affect your QuickBooks Online records.
- As Description Line - Displays this item as a description line item on invoices. Particularly useful for Orderwerks Kit items or Orderwerks-only items that don't have a corresponding QuickBooks Online product.
- Manual Item Lookup - Search by Name, SKU, or ID in QuickBooks Online to manually associate the Orderwerks catalog item with the correct QuickBooks Online product.