Setup Shopify Integration with QuickBooks Online - Customer Matching via the WeIntegrate Wizard

marc · December 13, 2020, 1:46pm

Overview

The customer step of the setup wizard is where you tell weintegrate how to match your Shopify customers with your customers in QuickBooks Online. weintegrate either finds each shopper’s own customer, by comparing one field from the Shopify order with one field on your QuickBooks Online customers, or records all of the store’s sales against one catch-all customer. When a shopper’s own customer isn’t in QuickBooks yet, weintegrate can create it for you or use a default customer you choose, depending on your If Customer is not found then setting.

The settings you choose here apply to the Shopify store you’re connecting. Each additional store you connect gets its own customer matching settings, so every store can match customers its own way.

Almost every setting is filled in for you with a sensible default, so most stores only need to make one choice and select Continue.

What you can set up

For each Shopify store you can choose:

One customer per shopper or one catch-all customer: Match each customer or Bulk, use one default catch-all customer.
One match or two: a primary Match on pair, plus an optional secondary match that is tried when the first one finds no one.
What happens when no customer is found: Create New or Use Default Customer.
Keeping customers current: turn inactive customers back to active, and update a customer’s address from new orders.
Advanced rules for cases a single pair of fields can’t handle, such as sending every shopper with an @acme.com email to one Acme Inc customer (Professional plan or higher, included with your Free Trial).

Quick setup

On How should we match your customers?, select Match each customer (best for most stores) or Bulk, use one default catch-all customer, then select Continue.
A few steps later, on How should we match customers?, check the preselected values:
- Match each customer: Match on is set to Email ↔ Email, so an order from jane@example.com goes to the QuickBooks customer with that email address.
- Bulk: Default catch-all customer is set to your existing WI Catch All Customer, or to Auto create for me if you don’t have one yet.
Want to fine-tune? Switch to Advanced at the top right to see every setting. With Match each customer that includes If Customer is not found then and the secondary match; with either choice it includes the convert-inactive and update-address options.
Select Continue to move on to How should we match products?.

Changes apply to orders synced after you save. Orders already in QuickBooks are not changed. You can change these settings any time in Connections → Edit Settings → Customer Matching.

Dropdowns with a light orange background list values from your QuickBooks Online company, such as customers, sales terms and payment methods. They’re preselected too (for example, in Advanced, Set Sales Terms as starts on Due on receipt when your company has that term). Pick a different value whenever another one suits your business better. If a required dropdown is still empty, for example because your QuickBooks Online company has no payment methods yet, Continue stays greyed out and a warning appears until you choose a value. In Simple mode, switch to Advanced to find the empty dropdown.

Guides for each setting

Select bulk or unique customer matching in QuickBooks Online: Match each customer or Bulk, use one default catch-all customer, and choosing the catch-all customer.
Set unique customer matching with primary match between Shopify and QuickBooks Online: the Match on fields, If Customer is not found then, and Advanced rules (Professional plan or higher, included with your Free Trial).
Add secondary match to customer matching between Shopify and QuickBooks Online: a second way to find the customer when the first one doesn’t.
If Shopify customer not found in QuickBooks Online, auto-create a new customer in QBO: Create New.
If Shopify customer not found in QuickBooks Online, use a default customer in QBO: Use Default Customer.
While integrating Shopify to QuickBooks Online, convert inactive customers to active: Convert inactive customers to active when posting new orders to accounting.
While integrating Shopify to QuickBooks Online, update customer address: Update customer address in Accounting from newly received orders?

Next step

After customers, the wizard asks how to match your products. Set up Shopify integration with QuickBooks Online item matching covers the item matching settings you choose on How should we match products?.