Woocommerce integration

PIM Quickbooks – Woocommerce integration

1. Introduction

Product Information Management (PIM) Quickbooks– Woocommerce integration is devoted to managing the data synchronization between Quickbooks and Woocommerce from four aspects, which are products, pricelists, stocks, and invoices (PPSI). PIM Quickbooks – Woocommerce integration is a backend software which allow customer using Quickbooks as source data platform to control the products, price lists and stocks in Woocommerce. The stocks are always dynamically changed based on Quickbooks. Any sales orders created in Woocommerce will automatically populate to Quickbooks and create invoice in Quickbooks.

2. PCSI

PCSI is the abbreviation of products, price lists, contact, stocks, and invoices. PIM synchronization mainly focuses on PPSI synchronization.

A. Products
PIM fetches products information which is “Item” in Quickbooks. Multiple fields will be fetched like product name, SKU, price, description, etc. The product information then will be compared to the information in Woocommerce, if it is already existed, PIM will update it. If the product is not existed, PIM will create a new product in Woocommerce. (Product image is not available since Quickbooks does not allow people get image data/permanent image URL through their API)

B. Contact
When customers place order in Woocommerce, PIM can get the sales order information and customer information. For achieving auto populating invoice, PIM also offers auto update and insert customer information. The update or create option is based on whether the client’s email can be found in Quickbooks.

C. Stocks
Except the product information, PIM is also able to get the item and do the stock synchronization. To make sure the stock is synchronized successfully, PIM has three different plans for stock synchronization, which is time scheduled synchronization, one-way real-time synchronization, and two-way real-time synchronization.

D. Invoices
To reduce the work of create invoice manually on Quickbooks side when sales order placed on Woocommerce, PIM handles automatically populate invoice from Woocommerce to Quickbooks.

3. Synchronization Method in PIM

PIM Woocommerce – Quickbooks integration system offers two different ways to synchronize data between Quickbooks and Woocommerce based on client’s needs and the API limitations:

A. Time Scheduled Synchronization
Time scheduled synchronization aim to reduce the frequency of data update and synchronized between Woocommerce and Quickbooks, since for both Woocommerce and Quickbooks, they do have API call limits per day (the limits based on the plan that client bought). To avoid reach the API limits leading update and synchronized failure, time scheduled synchronization can be set check certain or all data in a certain period like once per day based on client’s needs. For those data not required high real-time performance like product description, time scheduled synchronization is recommended. Also, for avoiding data mismatch, time scheduled synchronization also can be used to check and do the fully synchronization once per day to maintenance the data consistency. For all PPSI synchronization, PIM Woocommerce – Quickbooks integration system offers fully management time scheduled synchronization.

B. Real-time Synchronization
Real-time synchronization focusses on improve the performance of data consistency for sensitive data like stocks. PIM Woocommerce – Quickbooks integration system also offers real-time synchronization for various fields. The fields will be monitored and once changed in Quickbooks, PIM will be able to update them in few seconds. By default, the sales order created in Woocommerce will be populated to Quickbooks invoice in real time. For other real-time synchronization, client must have at least professional plan in Quickbooks.

DEMO

Image 4.1 and 4.2 shows part of items in Quickbooks. By default, PIM will only fetch the inventory items instead of all Items (also can apply more filter to control which item will be synchronized into Woocommerce). This setting could be changed to also list the non-inventory items and services items. Image 4.3 shows the backend of Woocommerce with some synchronized items.

Image 4.1 Part of All Items in Quickbooks (1)

Image 4.2 Part of All Items in Quickbooks (2)

Image 4.3 Part Items in Woocommerce

Image 4.4 Woocommerce Sales Order

Image 4.4 shows the sales order placed in Woocommerce, PIM can automatically fetch sales order placed in Woocommerce and generate corresponding invoice in Quickbooks. Image 4.5 shows the invoices in Quickbooks. The customer information also will be fetched and search in Quickbooks. If it is already existed, PIM will update it, otherwise, PIM will create a new contact in Quickbooks. Image 4.6 shows the customers list in Quickbooks. Client also can set payment terms in Quickbooks for each customer. Once payment team is set up, it will also automatically apply when the invoice created.