🔧 How the Integration Works
Once connected, ShopView will:
Find existing or create customers in QuickBooks Online Ensure that customer names in ShopView match exactly with those in QuickBooks, including spaces, capitalization, and special characters, to avoid creating duplicate records.
Generate invoices for sales tracked inside ShopView
Sync payments associated with those invoices
Find existing or create vendors in QuickBooks Online
Generate vendor invoices for purchases tracked inside ShopView
Sync payments associated with those invoices
Generate credits tracked inside ShopView
Vendors credits will not sync back to QB
Part sale credits will sync back to QB
Manual credits are created on a customer in ShopView it will not sync back to QB. They act as a credit entry only in ShopView.
Generate journal entries for adjusting inventory value when selling or manually adjusting.
Provide real-time sync based on multiple trigger points.
Invoices can also sync without payments when appropriate payment terms, like "Net 15," "Net 30," or "Due On Receipt," are set before creating the invoice. This ensures that the invoice syncs as unpaid, granting flexibility in recording payments later.
Data always flows from ShopView → QuickBooks Online, not the other way around. Customers are created in QuickBooks only when their first invoice is synced from ShopView, not when they are created in ShopView.
⚙️ Connecting ShopView to QuickBooks Online
Step 0 — Enable QB Integration
Before the QuickBooks integration appears in your settings, it must first be enabled by the ShopView team on your account.
Please contact [email protected] to schedule your QuickBooks Online onboarding session. During the meeting, she’ll enable the integration, assist with your account mappings, and walk you through the full setup and training process.
Step 1 — Go to Integrations
Click on your user icon in the top right → select Account Setup
Find Integrations on the left navigation pane
Select QuickBooks
Step 2 — Authorize QuickBooks
Click Connect to QuickBooks
A pop-up will prompt you to sign in to your Intuit account
Choose the QuickBooks company file you want to sync with
Approve the requested permissions
Step 3 — Configure Sync Mapping
You’ll be able to customize:
Chart of Accounts required for transactions
Products & Services for your sales
Taxes for your sales and purchases
Classes and Locations are optional if you have that setting in QBO (QBO Advanced is required)
Click Save to finalize your setup. Best Practices for Syncing Customers and Invoices:
Standardize Customer Names: Ensure that customer names in ShopView match exactly with those in QuickBooks to prevent duplicate records.
Sync Invoices Promptly: To ensure customer records are created in QuickBooks, sync invoices from ShopView as soon as they are generated.
Pre-Create Customers in QuickBooks: If a customer needs to exist in QuickBooks before invoicing, manually create the customer record in QuickBooks.
Regularly Audit Records: Periodically review customer records in both systems to identify and resolve discrepancies.
🚨 Troubleshooting Guide
There is a report of unexported items within ShopView to help you understand why something failed so you can fix it and get it to sync. Within the report there are three tabs, Customers, Vendors and Journal Entries. Customers tab will have all things customer related, invoice and payments. Vendors will have everything vendor related, bills, credits, and payments. Journal Entries will simply show journal entries. Additionally, OAuth authentication issues can sometimes cause sync failures. Reconnecting your QuickBooks account or refreshing your session may resolve these problems.
Reports → Accounting → QB Unexported
1. Customer invoice didn’t sync to QuickBooks
Possible causes:
Missing or invalid income account mapping
Product or service not mapped correctly
Tax mapping is missing
Customer record conflict in QuickBooks
Duplicate name or document number
Account period is closed
Example: If a document number conflict arises, append "-A" or remove any prefixes to create a unique identifier, then retry exporting the invoice.
Fix:
Go to Account Setup → Integrations → QuickBooks and ensure all required fields have a valid QuickBooks counterpart.
Go to Reports → Accounting → QB Unexported → Customers to view the error. Fix the duplicate name in ShopView and in QBO or find the duplicate document number in QBO and adjust then go back to the report and click Export or Mark As Exported if you would prefer to just handle the fix in QBO
Go to Reports → Accounting → QB Unexported → Customers to view the error. Either open the account period in QBO and click Export or Mark As Exported if you would prefer to just handle the fix in QBO Duplicate or Missing Customer Records in QuickBooks
For Duplicate Customers:
Identify duplicate records in QuickBooks.
Merge duplicates by editing the customer name to match the correct record.
For Missing Customers:
Check if the customer has any synced invoices in ShopView.
If not, create the customer manually in QuickBooks or sync their first invoice from ShopView.
2. Vendor invoice didn’t sync to QuickBooks
Possible causes:
Missing or invalid purchase account mapping
Tax mapping is missing
Vendor record conflict in QuickBooks
Duplicate name or document number
Account period is closed
Fix:
Go to Account Setup → Integrations → QuickBooks and ensure all required fields have a valid QuickBooks counterpart.
Go to Reports → Accounting → QB Unexported → Vendor to view the error. Fix the duplicate name in ShopView and in QBO or find the duplicate document number in QBO and adjust then go back to the report and click Export or Mark As Exported if you would prefer to just handle the fix in QBO
Go to Reports → Accounting → QB Unexported → Vendor to view the error. Either open the account period in QBO and click Export or Mark As Exported if you would prefer to just handle the fix in QBO
3. Payments not appearing in QuickBooks (Customer and Vendor)
Usually caused by:
Invoice failed to sync (so payment has nowhere to attach)
Payment method not set up correctly (vendor payments only)
Account period is closed
Fix:
Confirm the invoice didn't sync and follow the steps noted above to send the invoice over and then export the payment again
Check your vendor payment methods match your bank or credit card accounts in QBO match exactly. ShopView → Account Setup → Finance Section → Payment Methods → Vendor Payments
Note: Customer payment methods are just a list in QBO so you can name them whatever you like. ShopView will create a payment method for a customer if it doesn't already exist but it will not for the vendor payment methods because those are in your Chart of Accounts (Bank or Credit Card)
Either open the account period in QBO and click Export or Mark As Exported if you would prefer to just handle the fix in QBO
Note on voided payments: As of the .60 release, payments are voided rather than deleted. Voided payments sync to QuickBooks as proper void records, eliminating the ledger discrepancies that could occur when payments were deleted. If you have historical discrepancies from previously deleted payments, contact ShopView Support for help reconciling those records.
When you update a payment method name in ShopView to match QuickBooks, the change will automatically apply to all unexported vendor payments using that method — reducing export errors and manual fixes.
4. “Duplicate name” error
QuickBooks shares a list for vendors, customers, subcontractors and employees. If a name already exists when trying to create a customer or vendor QBO won't allow it.
Fix:
Change one of the names in ShopView and in QBO and export again. Example: you are trying to invoice a customer but a vendor with the same name exists in QBO. Change the vendor name in QBO and in ShopView and export again from the unexported report.
Note: The difference can be as little as adding a period to the end, QBO will accept that as unique enough but you will want to make sure to update both QBO and ShopView; otherwise when you try to receive a bill from the vendor it will trigger the same warning
5. “Duplicate document number” error
QuickBooks has a setting that doesn't allow duplicate document numbers to avoid mistakes. If you have this setting on and document already exists in QBO the sync will fail.
Fix:
Find the number you are trying to sync in QBO, confirm if the transaction is the same and it is a true duplicate or if the document number was used by mistake and needs to be changed.
Example: you are trying to invoice a customer but a manual invoice was created in QBO and it defaulted to a ShopView sequence number by mistake. Change the invoice number in QBO and export again from the unexported report.
Note: Checking the invoice number used when creating invoices directly in QBO for things you may sell outside of ShopView is the best way to avoid this.
6. Journal entries didn't sync to QuickBooks
Usually caused by:
Invoice failed to sync (so the journal entry failed)
Duplicate document number
Account period is closed
Fix:
Confirm the invoice didn't sync and follow the steps noted above to send the invoice over and then export the journal entry again
Go to Reports → Accounting → QB Unexported → Journal Entries to view the error. Find the number you are trying to sync in QBO, confirm if the transaction is the same and it is a true duplicate or if the document number was used by mistake and needs to be changed. Export or Mark As Exported if you would prefer to just handle the fix in QBO
Either open the account period in QBO and click Export or Mark As Exported if you would prefer to just handle the fix in QBO
7. Reconnecting QuickBooks Integration
Go to Settings → Integrations → QuickBooks in ShopView.
Click "Reconnect" (or "Connect") and sign in to your QuickBooks account again.
After reconnecting, attempt the export again.
8. Resolving Missing or Grayed-Out QuickBooks Options
Refresh the page a few times.
If the issue persists, log out of ShopView and log back in to refresh your session. These steps refresh the OAuth authentication token, which is a common cause of export failures.