Sync Orders from QuickBooks to ShipStation - QuickBooks Desktop


This guide describes syncing an order from QuickBooks Desktop to ShipStation.

Change Order Status

When Connex inserts orders, we insert them with the awaiting shipment status. To change the order status, follow these steps:

  1. Go to the Connex rules engine.
  2. Click action and add new rule.
  3. Add this rule.

Can I sync partial quantities to ShipStation?

All quantities must be integers. In ShipStation, you can make a correction:

  1. Open the sale.
  2. Clicking edit next to order details
  3. Click quantity
  4. Entering the right number.

How do I map the store name from ShipStation to an order syncing from QuickBooks?

By default, sales from QuickBooks will sync with the ShipStation manual orders store. There are two ways to change the mapping:

Change for all sales

  1. Login to Connex.
  2. Find your connection, and click "Manage".
  3. Expand "Sync Orders From QuickBooks".
  4. Change the store drop down.

Change for specific sales

  1. Go to the Connex rules engine.
  2. Click action and add new rule.
  3. In this example, if the company is Target then the store name is Target store.

How do I populate the shipping service in ShipStation?

Out of box, Connex will map the QuickBooks ship via field to the ShipStation requested shipping service field in ShipStation. In this example, the QuickBooks ship via says UPSGrd:


If ShipStation, create a mapping for UPSGrd. ShipStation will choose the proper service and package type. For more information, read this article.

How do I add a bill to account?

By default, ShipStation will bill shipping to your account. To bill shipping to a third party, you must tell Connex the account number to bill. On your QuickBooks order, enter the shipping method. Connex will map the bill to account, carrier, and shipping code:

  1. Login to Connex.
  2. On the left, click rules.
  3. Click my rules.
  4. Add this rule and enter your bill to account.
  5. Open QuickBooks and create a sale.
  6. Add a line item for shipping. Here is an example.

I have two UPS accounts. I receive an error that there is a provider and service mismatch. How do I resolve the issue?

In ShipStation, some users have a UPS account from ShipStation and a UPS account from UPS. One of these accounts is disabled, but some orders are associated with a disabled UPS account. Here are some examples:

Go through each order in the manual orders, or store where you sync QuickBooks sales, and change the package information. Choose the new UPS account.

How does duplicate checking work?

Our software pulls all sales within 48 hours from the manual orders store in ShipStation, unless you selected another store. If the order has a tracking number in QuickBooks, then our tool skips adding the order. If the order has no tracking number and it is older than 48 hours, then our tool will resync it. ShipStation has a special field called order key, which we map to the order number. No two sales can have the same order key.

How do the address fields map?

Here are some screenshots:



Here is a table:

QuickBooks ShipStation Notes
Address Line 1 Name  
Address Line 2 Company or address 1 If line 1 contains ATTN. Otherwise, address 1
Address Line 3 Address 2 or address 3 Depending if line contains ATTN.
Customer Phone Phone Maps from customer record.
Customer Email Email Maps from customer email.
Customer First Name See below  
Customer Last Name Name If the line 1 matches the customer first and last name, then our tool maps it to the ShipStation name field.
City City  
State State  
Country Country Should be the two letter abbreviation. If omitted, Connex will map the country based on the state abbreviation.
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