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WeIntegrate eCommerce Sales Tax Nexus Automation in QuickBooks Online

Automated instant integration makes the impossible, possible

NEW YORK, NY – September 19, 2023: We Integrate, the leading provider of instant automated bookkeeping and intelligent synchronization between Shopify and QuickBooks Online (QBO), today announced the launch of its first-to-market solution that makes it possible for Shopify merchants to use QuickBooks Online for managing physical and economic nexus without any additional sales tax software add-ons or manual adjustments.

By integrating actual sales and refunds from Shopify, WeIntegrate provides a level of operational control not commonly found in other automated bookkeeping apps.  This newest game-changing capability bypasses QuickBooks’ automated sales tax (AST) with Shopify’s at-time-of-cart sales tax, providing flawlessly accurate reconciliation between Shopify and QuickBooks Online.  Additional proprietary RPA logic, ensures that sales and refunds created in QuickBooks Online establish the necessary relationship between shipping addresses, enabling QuickBooks Online to accurately and automatically distinguish between physical sales tax agency reporting and sales that need to be tracked by QuickBooks’ Economic Nexus tool.

“WeIntegrate’s integration of sales tax between Shopify and QuickBooks Online is a game changer in the industry,” said Jeff Siegel, CEO of Siegel Solutions and Top 100 QuickBooks ProAdvisor.  “Managing physical and economic sales tax in QuickBooks Online can be daunting for eCommerce clients, but WeIntegrate’s new automated solution significantly simplifies this process.”

“I feel like I tested every app that integrates Shopify with QuickBooks Online in search of a way to manage sales tax nexus,” said Roggen Frick, Vice President of Bear Iron Works. “WeIntegrate was the 8th app I tried, and finally, I found a solution for what seemed to be impossible.  With WeIntegrate, sales tax from Shopify seamlessly integrates into QuickBooks Online in a way that accurately distinguishes between physical and economic nexus.  It is simply impressive!”

WeIntegrate’s new sales tax integration solution accurately manages sales tax nexus for Shopify online sales in QBO, and also dynamically integrates sales tax for Shopify POS connections with multiple locations in multiple tax reporting locales.

About We Integrate 

WeIntegrate automates the bookkeeping process between Shopify and QuickBooks online by instantly creating and updating data from sales, fulfillments, cancellations, and refunds.  Shopify merchants and their bookkeepers benefit by the instant synchronization, elimination of data entry, increases in accuracy, reduction in time to reconcile, and simplification of tax preparation.  A wizard-based self-service setup only takes a few minutes and the flow is so easy, you don’t have to be an accountant to get started. For more information, visit us at weintegrate.co.

WeIntegrate, a leading provider of instant, automated eCommerce bookkeeping between Shopify and QuickBooks Online, is excited to announce the launch of it’s new Affiliate Program, designed to help QuickBooks ProAdvisors, Accountants, and Bookkeepers grow their practice profitably, along with an additional revenue stream!

WeIntegrate’s Affiliate Program

With WeIntegrate’s easy setup and instant bookkeeping automation between Shopify and QuickBooks Online, it’s the ideal solution for helping your clients automate their bookkeeping while empowering you to expand your practice profitably.

The Affiliate Program provides you with:

  • Lucrative Commissions
  • Free Onboarding and Training
  • Priority Support
  • VIP Community Access
  • Steering Committee Participation (and hanging with some really cool dudes and dudettes)

“If you’re going to build a practice that involves Intuit QuickBooks Online and Shopify, one of the best integration partners that I found is WeIntegrate.

Randy Johnston, Found, NMG, Inc.

Accounting Today’s 100 Most Influential (2004-2022)


Shopify QuickBooks Integration

WeIntegrate specializes in bringing you and your clients the best of integration between Shopify and QuickBooks Online, including Shopify POS. Sales, refunds, and fulfillments are instantly synchronized and loaded from Shopify to QuickBooks Online in seconds.

Benefits of WeIntegrate’s Shopify QuickBooks Integration include:

  • Automate your bookkeeping process with instant integration
  • Accurately track sales, refunds, sales tax, fulfillments and inventory
  • Improve decision making with data that is always in-sync
  • Eliminate manual entry along with the errors that go with it
  • Reallocate valuable time from admin work to growing your business
  • Simplify reconciliation with just the right amount of detail
  • Top quality support (although the app is super easy to use)

“The set up and synchronization between Shopify and QuickBooks Online is very easy, and their customer support is the best! I would highly recommend WeIntegrate to anyone. I love this company!”

Cynthia Facundo, President | Owner | CEO, The Bookkeeping Key, QuickBooks ProAdvisor, WeIntegrate Affiliate

(Switched from A2X)


To learn more about this Affiliate Program or to schedule a demonstration of how fast and accurate WeIntegrate’s instant Shopify QuickBooks integration is:

Submit Contact Form

Automate Bookkeeping with QuickBooks Online Instantly

NEW YORK, NY, MARCH 1, 2023 – WeIntegrate, the leading solution designed for Shopify merchants to increase operational efficiency via instant, automated integration with QuickBooks Online, today announced that the WeIntegrate: QuickBooks Sync app has been certified by Shopify and is now listed on Shopify’s App Store.

WeIntegrate automates the bookkeeping process between Shopify and QuickBooks online, by instantly creating and updating data from sales, fulfillments, cancellations, and refunds.  Shopify merchants and their bookkeepers benefit by the elimination of data entry, increases in accuracy, reduction in time to reconcile, and simplification of tax preparation.  A wizard-based self-service setup only takes a few minutes and the flow is so easy, you don’t have to be an accountant to get started.

“I am very impressed with how easy weintegrate is to set up, how fast the data syncs between Shopify and QuickBooks Online, and the excellent quality of their support,” said Jennifer Ginther EA, Owner and Founder of FairwindsBiz, a full-service accounting, business advisory, and CFO service firm with specialization in QuickBooks Online bookkeeping.  “I am very satisfied, and I would highly recommend it!”

Click here to learn more about WeIntegrate by visiting our Shopify App Store listing.

About WeIntegrate 
WeIntegrate is an eCommerce Operations Management Solutions provider focusing on helping small eCommerce merchants spend less time on backend and administrative functions, and more time on growing their business.  Our product focuses on the instant and automated integration of sales, fulfillments, refunds and payments between Shopify and QuickBooks Online (QBO), generating real sales receipts, refund receipts, and fulfillment updates in QBO, all instantly as each transaction occurs.  With WeIntegrate, you eliminate erroneous manual entry, simplify the complexities of fixing out-of-balance accounts and summary journal entries, and stop wasting time managing clearing accounts. To learn more about how WeIntegrate improves integration between Shopify and QuickBooks Online, and start loading documents into QBO right away instead of waiting hours, days and weeks, visit us at weintegrate.co

Shopify Integration with QBO Setup

It’s an exciting moment when you launch your Shopify store!  It’s even more exciting when your first sales come rolling in!  It doesn’t take long before you realize the need to have control over key back-office functions such as managing fulfillments, sales, inventory and cash flow. 

As a Shopify merchant, it is never too early to establish efficiencies for growing your e-commerce business.  As an example, automating synchronization between Shopify and QuickBooks Online can be setup for less than 50% of the cost it would take to have your accountant create manual entries in QuickBooks Online.  This becomes working capital that you can invest into your e-commerce top-line growth, including your marketing funnel and eliminating cart friction.

Advantages of automated bookkeeping between Shopify and QuickBooks Online include:

  1. Redirecting your valuable time toward growing sales instead of entering manual data
  2. Lowering costs and errors associated with entering Shopify sales in QuickBooks Online
  3. Increased accuracy of fulfillments, inventory and customer satisfaction
  4. Improved decision making based on up-to-date key data such as sales, profits and cash

(click here to read Integrating Shopify with QuickBooks Online – Why is it So Essential?)

Establishing Shopify integration with QuickBooks Online via weintegrate gives you the additional advantage of instant, unattended automation.  Sales integrate with QuickBooks Online as soon as they are placed on Shopify (you don’t have to wait 3 to 5 days). Having access to the most up-to-date key performance data, empowers you to make accurate and intelligent business decisions, faster than your competitors.

How to Setup Shopify Integration with QuickBooks Online:

Another essential difference of weintegrate, is how easy it is to set up and start integrating.  Upon logging into your weintegrate account, the app directs you to a simple setup wizard that guides you through a series of questions and settings.  No accountant needed. It’s as simple as this…

  • Click Step 1: Specify and connect your Shopify store
  • Click Step 2: Add your QuickBooks Online Company
  • Click Step 3: Sales Settings such as whether to use the Shopify order number or QBO transaction number and shipping service levels
  • Click Step 4: Refund Defaults such as what bank account to use
  • Click Step 5: Customer matching where you set whether to track customer details or just load all Shopify sales into a single bulk customer in QBO
  • Click Step 6: Item matching where you specify whether to track inventory or load all Shopify sales into a single bulk item in QBO

It’s that simple!  The entire process can take as little as 10 to 15 minutes.  Once completed, all of your Shopify sales, refunds and fulfillment updates start automatically, instantly and unattendedly integrate with QuickBooks Online. No buttons to push.

We get it.  We’ve been there.  Starting a new business can be as daunting as it is exciting.  If you’re a typical entrepreneur, cash flow is at the top of your worry pyramid.  In fact, it goes without saying that when you run out of cash, you run out of business.  As a means of preserving cash, you may do what many of us do, and trade your valuable time (“soft cost”) for the costs of actually investing into tools and much needed technology (“hard cost”). After all, entrepreneurs are experts in multi-tasking and working 29 hour days. If it means saving cash we can flawlessly execute on whatever needs to get done, right?

As an example, many Shopify entrepreneurs are found caught sacrificing their time when it comes to getting e-commerce sales entered into their QuickBooks Online company.  Instead of establishing integration between these 2 key business systems, the viewpoint is typically that their business is either too small or there are just not enough sales to justify automation.  However, when you consider that you could integrate Shopify with QuickBooks Online for as little as $19 a month, the manual route could in fact prove to be the far more costly option, in more ways than one.

The remainder of this article outlines 5 key pitfalls to pay attention to when your Shopify store is not integrated with QuickBooks Online.  If you’re experiencing any of these issues, you may want to consider establishing automated integration sooner than later.

1. Time Spent on Manual Entry is Time Not Spent on Growth

When your systems are not integrated, someone, someway, somehow, has to retype your Shopify sales into QuickBooks Online.  This is a tedious, recurring task that can be as time consuming as it is a distraction from focusing on more important things, such as improving your e-commerce store’s conversions and sales.  If you are thinking that you will just have someone manually enter sales into QuickBooks Online, think about the actual cost (hard or soft) of this decision, and how that compares to just $19 a month for a fully automated solution.  

Regardless of who manually enters your sales into QuickBooks Online, statistics show that mistakes are inevitable.  Errors caused by manual data entry include transpositions and omissions, which can be costly, particularly when such errors go unnoticed for a period of time. In fact, research firm Gartner reports the average cost of poor data quality on businesses is between $9.7 million and $14.2 million.

One of the biggest concerns you might face when entering sales manually is the potential for mistakes in tax filings, and missing important tax filing deadlines. Automating the flow of accurate and timely information about sales helps to reduce tax risks and the potential for compliance penalties.

The bottom line here is that regardless of what stage your Shopify venture is, manual entry becomes a costly distraction. Having to clean up data entry mistakes, address tax filing issues, and unnecessarily draining working capital will likely slow your business’ growth.

2. Disappointing Customers with Out of Stock Items

Nothing will let the air out of your e-commerce balloon faster than having to call back customers and break the bad news that you cannot ship the item(s) they fell in love with because said items are actually out of stock.

How does this happen you ask?  Simple.  It’s another side effect of not integrating Shopify with QuickBooks Online.  When your e-commerce sales are not integrated with your backend system, there is a time lag that causes your systems to be out of sync until such time as the sales are manually entered into QuickBooks Online.  If you are already integrated but your sales are only synchronizing with QuickBooks Online once per hour or once per day, you still run the risk of overselling inventory, as integration needs to occur as instant as possible.  This problem is even more exasperated when you have multiple stores connected to a single inventory source (e.g. omni-channel).  The easiest way to think about this problem is the wider the gap between the time of a sale and the time it takes for inventory data to update, multiplied by the velocity of sales, the bigger the risk of overselling becomes.

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3. Orders Ship to Customers Late or Incorrect

Once those customer orders start rolling in, you have to move promptly to deliver on time.  Customers expect (and I mean expect) top shelf service.  Any delay or mistake that flips the last mile fulfillment process sideways, can drive your customers right into the hands of your competitors.  Two of the most common logistical problems that can occur are a) shipping late to customers, and b) shipping the wrong items.

A decent integration tool with operational oversight can empower you with the basics of ensuring your shipments go out on time, inclusive of being able to establish internal Service Levels (SLAs) that bring your attention to any risks of late shipments.  Real-time integration between Shopify and QuickBooks Online brings additional value to your business process by sending your orders through the fulfillment cycle as rapidly as possible, empowering you to fulfill customer orders accurately and quickly, and strengthening your store’s brand in a competitive marketplace when you consistently deliver what customers expect, as they expect it.

4. Lack of Visibility to Your Key Business Metrics

In a marketplace where competition is fierce, having accurate data at your finger tips is essential for making intelligent, timely business decisions.  When using both Shopify and QuickBooks Online, the best way of gaining visibility into these key sales and financial metrics is by leveraging the most real-time integration possible.  Synchronization with QuickBooks Online that is delayed even by just an hour, can lead to gaps that cause incorrect analysis, and impacts your ability to make proper decisions for your business.

You and your accountant must have an accurate view of sales, inventory, cashflow and other key performance indicators that bring clarity to the most efficient and intelligent investments into your Shopify store’s success.  Efficiently managing working capital and inventory replenishment can only occur when your finger is instantly and always on the pulse of your business’ heartbeat.

5. Loss of Your Competitive Edge

Think about it this way.  If you drive a Toyota Corolla, would you think you can win a race against a Ferrari (with all due respect to the Toyota)?  It’s virtually impossible to keep up with your competitors when you’re not leveraging an automated integration solution for your e-commerce store, particularly when they are.  Your competitors will have the advantage, and a stronger handle on managing cost effective inventory that increases their profits, ensuring that items are in stock and delivered to customers on time, and maintaining a high degree of customer satisfaction.  It will be very difficult to outflank them, and they will win the race each and every time.

Conclusion

It’s exciting to have an opportunity to start and grow a Shopify store!  As you maintain good stewardship of your working capital, make sure to avoid these critical issues that can impede your plans for growth and success.  Whether you’re just getting started, or you’re well on your way, automating integration between Shopify and QuickBooks Online can prove to be one of the best investments you make. For a relatively low operating cost, it will free up your resources (including your time), help you gain competitive advantage and drive your business to success.

winning-ecommerce-success

Whether you’re a brick and mortar retail veteran, or an aspiring entrepreneur looking to make your mark, it’s hard to ignore e-commerce as a sales channel for capitalizing on new market opportunities.  According to a Statista study, “revenue from e-commerce in the United States amounted to 431.6 billion U.S dollars in 2020,” and “estimates that by 2025, revenue will increase to 563.4 billion dollars,” representing a 31% growth trajectory. 

Very exciting indeed, but if the world of online selling interests you, how do you get started?  What should you do first?  This article guides you to reviewing 4 of the most important steps in driving to a successful e-commerce business.

1. Choose the Right Product

It all starts with answering the question “what are you going to sell?”  It sounds simple enough, but figuring out what you are going to sell, and whom you are going to sell to, can very well be the hardest part of getting your e-commerce business off the ground.  Entrepreneurs often focus on their passion, and it certainly is important to be excited and believe in what you sell online.  That said, make sure to validate the market for your potential products before investing your time and money, otherwise you might be disappointed in the results.  Common ways of validating include surveys, competitive reviews, and social research.  

You will also want to determine the best means of obtaining, stocking, and fulfilling your products.  What business model will you use?  Will you distribute products from another brand, or manufacture your own?  Will you stock inventory or dropship direct to your customers?  How many options and variants will you offer?  The recommendation on the latter is to keep options minimal as you get started.  This helps keep your costs down and simplifies the decision making process for your customers, which in turn reduces friction en route to a sale.

Additional articles to help guide you into making the correct product decisions for your business include:

12 Trending Products to Sell in 2021(and Ideas for How to Market Them)

Find a Product to Sell: 12 Strategies for Finding Your First Profitable Product

From Dropshipping to DTC, Here are the Most Popular Business Models for Ecommerce


2. Locate Your Customers and Determine How Best to Market to Them

Now that you know what you want to sell and have validated the opportunity, it’s time to think about how you will market your products to your new customers.  It’s often good to start by defining a customer persona which helps you understand who your customers are, including age, sex, occupation, interests, demographics, and why they would buy from you.  Gather meaningful information to define your target audience, and then hone in on where your target audience hangs out, along with how best to reach them.

Once you find them, manage communication with your prospects by first segmenting them into 3 main stages of engagement: Top-of-the-funnel (ToFu), Middle-of-the-funnel (MoFu), and Bottom-of-the-funnel (BoFu).  ToFu is where prospects express interest, however they are not ready to engage you and your product just yet.  MoFu are those prospects that have engaged you, but are not yet ready to purchase.  BoFu is where prospects are ready to take the plunge, and place their first order with you.  Understanding which stage your prospects are in is critical to ensuring that you communicate with them properly and lead them from ToFu through BoFu.

The following resources can help you target your customers and increase revenue:

How to Define Your Target Market

What’s the Right Content for Each Stage of the Marketing Funnel?

4 Ways to Find Your First 50 eCommerce Customers


3. Remove Friction from the Checkout Process

You’ve been successful driving traffic to your e-commerce store, and BoFu prospects are ready to become customers.  With typical shopping cart abandonment rates between 60% and 80%, you will want to now focus your attention on eliminating as much friction as possible, so your hopefully soon-to-be-customers have a clear and easy path to checking out and placing their orders.

To keep fiction minimal, it is recommend you focus on:

Increasing site speed – statistics show that pages that take longer than 3 seconds will likely lead to abandonment.   Learn more about improving your e-commerce site performance and speed.

Optimize your store for mobile – With 31% of e-commerce sales occurring via mobile devices, ensure your store is optimized accordingly.  3 out of 4 online shoppers indicate they start their online purchase via a mobile device, as it saves time.

Make product selection easy – ensure products are well organized and easy to find.  Offering too many options may cause confusion and make the buying decision more complicated, ultimately leading to abandonment.

Offer payment options that align with customer preference – consumers have clear preferences on payment methods.  Limiting how customers can pay could become an obstacle for converting sales.  

Enable Guest Checkout – allowing guest checkout will lessen friction and lead to more conversions, however you will not have captured key customer information which could limit your post-sales marketing opportunities.  Nonetheless, less friction leads to increasing sales.  Encourage account registration and repeat customer loyalty via incentives, coupons, and exclusive benefits for signing up (e.g. free shipping).

To learn more about reducing checkout friction: 

5 Tips to Reduce Friction on Your E-Commerce Website


4. Automate Your Operations

Now that your e-commerce sales are rolling in, it’s game on!  The final mile of ensuring a positive customer experience is delivering your products to your customers accurately and on-time.  It’s important to put systems in place that automate synchronization between your e-commerce stores and your back office systems in order to track sales, inventory and fulfillments in a near real-time capacity.  For example, if an order is placed on your e-commerce platform (e.g. Shopify) and it’s not entered or synchronized into your back office system (e.g. QuickBooks Online) for an hour (or longer), this could cause your e-commerce inventory to become stale and put you at risk of selling items that are no longer in stock. 

Equally important is leveraging a tool that provides visibility into your fulfillments.  After all the time and investment made into getting your customers to buy, ensuring on-time delivery is essential for all business models, and particularly critical for managing dropship relationships.  All it takes is one negative fulfillment experience to drive your customers away from your store and right into the hands of your competitors.

Now is the perfect time to launch your online store and invest some time into ensuring you position your business for success!  Following the steps outlined in this article and maintaining good business sense, will help you to get across that finish line!


Click Here to learn how weintegrate helps provide fulfillment oversight and automated integration between Shopify and QuickBooks Online.

Learn More how to use weintegrate FREE for 3 Months!

You did everything right to maximize your holiday e-commerce sales!  You improved customer experience with enhanced product content and videos.  You implemented a frictionless checkout process, and you zoned in on your target market by optimizing search and nurturing your email lists with unique and engaging content.  You added social channels and a chat client to your website.  You worked tirelessly through the night to leave no stone of opportunity unturned.

And guess what?  Your hard work paid off!  Sales from your store have been pouring in!  Whether you are exceeding your target revenue or falling a little short, odds are you and your team are now working your butts off trying to ship everything you sold to your customers on time.  

With these 5 simple tips, give yourself the gift of operational efficiency and be able to enjoy a little time with the people you care about the most:

1. Keep Your Warehouse Clean and Organized

The most efficiently run warehouses are those that adopt 5S operating practices.  5S stands for Sort, Set in Order, Shine, Standardize and Sustain, representing the components of a powerful lean warehouse methodology that maximizes the best of operations and minimizes cost.

Even if you have a small warehouse or you stock products in your basement, adopting 5S principles on a smaller scale will have a positive impact on your bottom line.  You should make sure that every tool and supply, including pens, tape, boxes, carts and dollies all have locations that are labeled and easy to find when you need them.  Starting a new day fresh within your clean and clutter free warehouse is an essential start to a productive day.

2. Maintain Well Organized Inventory

Ensure that your faster moving items are easily accessible and stored closer to your fulfillment zone.  Move slower turning items further toward the back and out of the way.  One of the biggest drains on warehouse expense is labor.  Reducing the time it takes to pick inventory adds up, and will unquestionably contribute to increased profits (especially if you’re the founder and doing the picking).

When organizing products in your warehouse it is ok to split variant and related items into different parts of your warehouse.  For example you may sell a decorative pillow in 3 colors, but only 1 of the colors is a hot selling item.  Put your top selling color of the pillow closer to your fulfillment area and move the other 2 colors into a less active zone.

3. Focus on Order Fulfillment Accuracy

To err is human.  We all make mistakes.  You just don’t want to make them during your busiest time of year.  Invest into establishing an environment that stacks the odds in your favor of having every single order you ship go out the door 100% error free. 

Consider labeling items with large identifying codes that are easy to see and read.  Incorporate the use of colored labels if applicable.  Leverage the use of pick tickets and packing slips along with numbered picking bins.  This empowers you to batch pick (picking the same item across multiple orders simultaneously), remain well organized, and ensure that the right items are placed in the right carton for the right customer.

As you add increase inventory levels in your warehouse, the greater the opportunity for creating clutter if not managed properly. This in turn could lead to picking errors, as well as slow you down if random boxes are in your way.  Make sure to put all inventory where it belongs and adopt practices that will make it easy to maintain accurate and efficient fulfillment.

4. Ship On Time (there is no excuse to be late)

Put yourself in your customers’ shoes.  Once you buy a product from a website, you count the days until your product arrives (especially if it’s something you are excited about)!  It becomes frustrating to customers when products ship late or are shipped using the wrong service level.

Stay organized and establish a schedule that focuses on priority shipments first (e.g. next day, 2nd day air, etc).  Consider incorporating a customer start ship date (the first day you should ship) and a cancel date (the last day you should ship).  Also abide by fulfillment promises you make online to your customers (e.g. this product will ship within 2 business days).  Make sure you live and breath by these shipping windows with a concentrated effort on shipping as close to the start date as possible, and never past the cancel date.

It may also be worth a quick call to your local FedEx and UPS representatives so you can coordinate a pickup schedule that more effectively coincides with your daily fulfillment cutoff.  You want to have all cartons ready for shipping prior to your carriers arriving.

5. Establish a Returns Processing Practice

As your business grows in sales, so will the number of returns.  You don’t want this to happen, but it’s part of the game the same way when you play Monopoly you don’t want to “go to jail”.  It’s going to happen at some point…you can count on it!

Have an effective system in place that includes establishing a physical zone for processing returns separate from where you stock your inventory.  When customers return products, their condition will vary.  All products need to be inspected and determined if a) they can go immediately back into inventory; b) they must first be fixed and reworked; or c) they must be discarded and written off.

Don’t allow returns to linger either.  Process them upon receipt.  They will cause unnecessary clutter, and the faster you get the good products back into inventory, the better chance you have of selling them and increasing your holiday sales numbers.

Incorporating these 5 basic principles will improve your profits by allowing you to accomplish more with less, reduce stress by knowing you have well organized systems in place that make it easier for you to manage your operations, and will grant you the gift of a well run backend operation.

Enjoy this most precious gift, and may 2018 be your most successful, profitable, and rewarding holiday season yet!