7 Factors to Consider Before Automating Data Entry into QuickBooks

QuickBooks is the most common accounting software for small eCommerce businesses. However, in order to have accurate bookkeeping, you need a reliable system for entering your sales data into QuickBooks.

Many accountants and business owners resort to hand-entering data, which is time-consuming, expensive, and error-prone. However, there are 3^rd party integration tools that automate data entry into QuickBooks. These tools differ in terms of functionality, pricing, integrations, and support.

How do you choose which tool is the best fit for you? Here are the 10 most important factors to consider:

Does the provider specialize in QuickBooks?

Some 3^rd party integration tools sync eCommerce sales with multiple accounting systems such as QuickBooks, Xero, and NetSuite. As all accounting systems require continuous updates, it is important that you choose a 3^rd party integration tool that focuses specifically on QuickBooks.

This will ensure that the tool keeps up with QuickBooks updates so that you can sync your sales data with QuickBooks seamlessly.

It is also important to note that many providers sync only with QuickBooks Online. If you use QuickBooks Desktop or QuickBooks Hosting Service, be sure to inquire whether your provider supports it.

Do you need to download a plugin?

For some data syncing solutions, you will need to install a plugin for your website. The disadvantage of this is that as QuickBooks and eCommerce platforms make updates, you will need to update your plugin as well.

This is an additional time-commitment and can cause errors in your syncing.  It is best to select a solution that does not require a plugin, so you don’t need to worry about any updates on your end.

Is the data-syncing automatic or manual?

As an accountant or business owner, you already have many things to worry about. If the provider offers only manual sync, then you need to physically press a button each time that you want the data to be entered into QuickBooks. If you don’t sync on a regular basis, orders can accumulate, leading to syncing errors.

The advantage of automatic sync is that orders will be synced continuously with QuickBooks on a regular basis. This will ensure that you always have the most up-to-date financial information in your QuickBooks account.

What kind of support will you have?

The purpose of a 3^rd party integration tool is to simplify accounting for you. Ideally, the tool should enable you to “set it and forget it.” However, as both QuickBooks and eCommerce platforms make updates frequently, you will likely encounter some syncing errors.

Be sure to inquire how you can get in touch with technical support if you do encounter syncing issues.

Moreover, if it is important for you to have US-based support, inquire where the support team is located. In addition, find out whether your provider offers onboarding so you and your team can get trained on using the software.

Is it a one-way or two-way sync?

Most of the time, you will need to automate data entry from your selling channel to QuickBooks. If you sell on multiple channels or you take phone orders, a two-way sync between QuickBooks and your online selling channels can save you a lot of time.

For example, if you sell on Amazon and Shopify, a two-way inventory sync can update the quantity on hand for both of your selling channels so that you don’t oversell. Or, if you take a phone order, a two-way sync can send the order from QuickBooks to a shipping solution such as ShipStation.

Which integrations are supported?

Be sure to inquire whether the platforms you use for eCommerce, shipping, and payment processing are supported.

As every selling channel makes updates to their own platforms, you want to be sure that your provider continuously makes updates to their software as well. This way, you minimize the chances of errors when syncing your eCommerce platforms with your QuickBooks accounts.

If you sell on multiple channels, be sure to inquire whether the provider can automate data syncing from multiple platforms.

What is their pricing structure?

 It is very important to inquire about the pricing structure before you start your free trial. Some providers base their pricing on the number of integrations, users, or order volume. Ideally, you want to have a simple pricing structure that adapts to your business.

For example, it is helpful to have an entry-level plan so you can try out your provider’s software and ensure that it is a good fit for your business. Second, if you have multiple users, or want to integrate multiple selling channels, inquire how much your monthly or annual charges will be.

About Author

Dora Farkas, Ph.D., is Marketing Manager for Sync with Connex. Sync with Connex, founded in 2010, automatically sync sales, inventory, customers, sales tax, and fees from eCommerce platforms with QuickBooks Online and Desktop.

With over 30 integrations and a 100% US-based support, Sync with Connex has helped thousands of small business owners automate data entry into QuickBooks, grow their online sales, and expand to multi-channel sales.