BigCommerce + QuickBooks
Sync BigCommerce and QuickBooks to Automate Your Ecommerce Accounting
Eliminate manual data entry by connecting your online store directly to your accounting software.
Why integrate BigCommerce and QuickBooks?
BigCommerce and QuickBooks are two of the strongest platforms in their respective categories — one driving online sales, the other managing the books. Without an integration, finance teams end up manually re-entering orders, customers, and payments between systems, which creates errors and delays. Connecting BigCommerce to QuickBooks through tray.ai keeps your revenue data, customer records, and inventory figures in sync automatically.
Automate & integrate BigCommerce & QuickBooks
Use case
Automatic Order-to-Invoice Sync
Every time a customer places an order in BigCommerce, tray.ai automatically creates a corresponding invoice or sales receipt in QuickBooks. Line items, quantities, taxes, discounts, and shipping costs are all mapped accurately so your ledger reflects exactly what was sold. No manual order exports, no re-entry.
Use case
Refund and Return Reconciliation
When a return or refund is processed in BigCommerce, tray.ai automatically generates a credit memo or refund receipt in QuickBooks. Finance teams no longer need to manually track down refund transactions and apply them to the correct invoices. Your accounts stay balanced without any manual intervention.
Use case
Customer Record Synchronization
New customers who complete a purchase in BigCommerce are automatically created as contacts in QuickBooks, and existing records stay current. Billing addresses, email addresses, and phone numbers stay consistent across both platforms without manual deduplication. Invoices, statements, and communications always reach the right person.
Use case
Sales Tax Tracking and Compliance
BigCommerce calculates and collects sales tax at checkout based on jurisdictional rules, and tray.ai maps those tax line items directly into the correct tax codes within QuickBooks. Collected tax amounts are accurately reflected in your tax liability accounts and available for remittance reporting. Finance teams get clean, audit-ready tax records without any manual categorization.
Use case
Inventory Level Sync
When inventory quantities are updated in QuickBooks — through purchase orders, adjustments, or received stock — tray.ai pushes those updated stock levels back to BigCommerce so product availability stays accurate. Fulfilled orders from BigCommerce can also decrement inventory in QuickBooks to keep both systems in step. This prevents overselling and cuts down on stock discrepancies.
Use case
Payment and Deposit Reconciliation
tray.ai maps payment gateway transactions from BigCommerce — including Stripe, PayPal, and credit card processors — to the correct deposit and payment accounts in QuickBooks. Each payment is recorded against the right invoice and account, making bank reconciliation straightforward. Finance teams can close the books faster knowing every payment is already in the right place.
Use case
Product and Pricing Updates
When product details or prices are updated in QuickBooks — such as changes to item costs, descriptions, or service fees — tray.ai pushes those updates to the matching products in BigCommerce. This is especially useful for B2B merchants who manage pricing in their accounting system first. Teams stay aligned without updating product data in two separate places.
Get started with BigCommerce & QuickBooks integration today
BigCommerce & QuickBooks Challenges
What challenges are there when working with BigCommerce & QuickBooks and how will using Tray.ai help?
Challenge
Mapping Diverse Tax Scenarios Across Jurisdictions
BigCommerce merchants often sell to customers across multiple states or countries, each with different tax rates and rules. Mapping these varied tax line items to the correct QuickBooks tax codes and liability accounts is complex and error-prone when done manually.
How Tray.ai Can Help:
tray.ai's flexible data mapping tools let teams define conditional logic that routes tax amounts to the correct QuickBooks tax codes based on jurisdiction, tax type, or product category — no manual intervention required.
Challenge
Preventing Duplicate Customer Records
When orders come in from guest checkouts, returning customers, and new registrations, duplicate customer entries can quietly pile up in QuickBooks over time. Deduplication logic is hard to maintain manually, especially at scale.
How Tray.ai Can Help:
tray.ai workflows search for an existing customer in QuickBooks by email address or name before creating a new record. If a match is found, the workflow updates the existing contact rather than creating a duplicate, keeping your customer list clean.
Challenge
Handling Multi-Currency and International Orders
Merchants selling internationally through BigCommerce may receive orders in multiple currencies, while QuickBooks is typically configured for a single home currency. Reconciling exchange rates and currency conversions between the two systems is a real headache to do manually.
How Tray.ai Can Help:
tray.ai can apply exchange rate logic within workflows, converting foreign currency order values to the home currency before writing them to QuickBooks, or mapping them to dedicated multi-currency accounts if QuickBooks Advanced is in use.
Challenge
Keeping High-Volume Order Flows Scalable
During peak sales periods like Black Friday or product launches, BigCommerce order volume can spike fast. Workflows that process orders one at a time create backlogs, and APIs on both sides have rate limits that don't care about your sales event.
How Tray.ai Can Help:
tray.ai handles high-volume event queues without breaking a sweat. Built-in rate limit management and parallel processing mean every order gets processed reliably during traffic spikes, with no data loss.
Challenge
Reconciling Payment Gateway Fees and Net Deposits
Payment processors like Stripe or PayPal deduct fees before depositing funds, so the net deposit in the bank doesn't match the gross order value in BigCommerce. Getting this right in QuickBooks means splitting transaction amounts into revenue and fee accounts — something that's tedious to do by hand.
How Tray.ai Can Help:
tray.ai workflows can pull transaction fee data from the payment gateway and automatically create the correct split entries in QuickBooks — recording gross revenue, processing fees, and net deposit amounts to their respective accounts for accurate bank reconciliation.
Start using our pre-built BigCommerce & QuickBooks templates today
Start from scratch or use one of our pre-built BigCommerce & QuickBooks templates to quickly solve your most common use cases.
BigCommerce & QuickBooks Templates
Find pre-built BigCommerce & QuickBooks solutions for common use cases
Template
New BigCommerce Order to QuickBooks Sales Receipt
Automatically creates a QuickBooks sales receipt with full line-item detail whenever a new order is placed and paid in BigCommerce, keeping revenue records current in real time.
Steps:
- Trigger: New order is created and marked as paid in BigCommerce
- Map order line items, tax, shipping, and discounts to QuickBooks sales receipt fields
- Create or match the customer record in QuickBooks and write the sales receipt
Connectors Used: BigCommerce, QuickBooks
Template
BigCommerce Refund to QuickBooks Credit Memo
When a refund is issued in BigCommerce, this template automatically creates a corresponding credit memo in QuickBooks and links it to the original customer and invoice.
Steps:
- Trigger: Refund or return event is detected in BigCommerce
- Look up the original invoice or sales receipt in QuickBooks by order ID
- Create a credit memo in QuickBooks for the refunded amount and items
Connectors Used: BigCommerce, QuickBooks
Template
Sync New BigCommerce Customers to QuickBooks Contacts
Every new customer who registers or completes a first purchase in BigCommerce is automatically added as a contact in QuickBooks with full billing and contact details.
Steps:
- Trigger: New customer account created or first order completed in BigCommerce
- Check for existing customer record in QuickBooks to prevent duplicates
- Create new QuickBooks customer contact if not found, or update existing record
Connectors Used: BigCommerce, QuickBooks
Template
BigCommerce Daily Sales Summary to QuickBooks Journal Entry
At the end of each business day, this template aggregates total sales, taxes, discounts, and refunds from BigCommerce and creates a summarized journal entry in QuickBooks. It's a good fit for high-volume stores that prefer batch accounting over per-order sync.
Steps:
- Schedule: Run nightly after store cutoff time
- Query BigCommerce for all orders, refunds, and tax totals from the day
- Create a journal entry in QuickBooks allocating amounts to the correct income, tax, and liability accounts
Connectors Used: BigCommerce, QuickBooks
Template
QuickBooks Inventory Update to BigCommerce Stock Levels
Whenever inventory quantities are adjusted in QuickBooks — through purchase orders or manual updates — this template pushes the updated stock counts to the corresponding products in BigCommerce.
Steps:
- Trigger: Inventory quantity updated or purchase order received in QuickBooks
- Look up the matching product SKU in BigCommerce
- Update the BigCommerce product inventory level to match the new QuickBooks quantity
Connectors Used: BigCommerce, QuickBooks
Template
BigCommerce Fulfilled Order to QuickBooks Invoice with Payment
When an order is marked as fulfilled in BigCommerce, this template creates a QuickBooks invoice and immediately applies the corresponding payment, giving finance teams a complete record of the transaction.
Steps:
- Trigger: Order status changes to fulfilled or shipped in BigCommerce
- Create an invoice in QuickBooks with all order line items, taxes, and shipping
- Apply a payment record to the invoice using the payment gateway and amount from BigCommerce
Connectors Used: BigCommerce, QuickBooks