How do fields map between ShipStation and QuickBooks

A guide on syncing new sales from ShipStation to QuickBooks

How does the shipping amount map?

We map the shipping that the customer paid. Here is the field:

In this example, you see the shipping is blank, but cost is available:

You can add a rule to map the shipping cost:

Go to the rules engine in Connex.
Click add new rule.
Choose write rule without order number and click submit.
As the rule action, enter shipping > map shipping price.
Enter these conditions:
1. Total shipping cost more than 0
2. Shipping amount equals 0
3. Total shipping cost map all
Leave the last field blank and click submit.

How does the selling channel map from my accounting system to ShipStation?

Go to settings > orders from accounting > basic settings. Connex will always map this store. Usually, users map manual orders as the store name.

If you want to dynamically change the store name in ShipStation, follow these steps:

Under settings > orders from accounting > advanced settings, select sync orders regardless of class. This instructs Connex to sync any order within the date range selected.
Go to rules > add new rule.
As the template, go to page 3 and choose Exclude order syncing from QuickBooks.
Delete the conditions. Add order class is not ShipStation AND order class is not Phone Orders and order class is not empty. This instructs Connex to only sync orders where there is a class and it's not ShipStation or Phone Orders. This will prevent other sales from syncing from QuickBooks or your accounting system:
As the template, choose 'Map selling channel name based on class'
This rule will map the class field in QuickBooks to the selling channel name in ShipStation. If you chose phone orders, then Connex would map phone orders:
Here is the class field in QuickBooks:
If you want to say if class equals Boston then map phone orders, adjust the rule condition. Order class, equals, Boston. Then, phone orders.

How does the address map?

The field sold to maps to the QuickBooks order billing address. The ship to maps to the QuickBooks ship to address.

Do you have a visual mapping?

Read our rules engine guide on ShipStation rules mapping.

How do fields map with ShipStation and QuickBooks?

Here is a diagram:

ShipStation	QuickBooks
Order Number	Order Number
Store	QuickBooks customer, if the user maps by selling channel name.
Order Date	Order Date
Ship Date	Ship Date
Internal	Line item with notes or internal notes field in QuickBooks Online
To Buyer / Customer	QuickBooks memo field
Shipping Paid	QuickBooks shipping amount
Shipping Method	QuickBooks line item with shipping method or shipping method field for QuickBooks Online
Tracking number	QuickBooks tracking number for QuickBooks Online users or line item with shipping details in QuickBooks
Shipping cost	QuickBooks line item with shipping costs. Read the section about mapping shipping costs below this guide.
Sold To	If you enter a customer name in the ShipStation billing address only and if the shipping address name is identical, then Connex will map the shipping address as the billing address. Enter a valid billing and shipping address in ShipStation.
Billing name	QuickBooks customer display name as
Billing phone	QuickBooks customer phone
Billing company	QuickBooks customer company
Billing Line 1 / 2	QuickBooks billing address
Billing city, state, postal code, and country	QuickBooks billing address
Shipping name	QuickBooks shipping address
Shipping line 1/ 2	QuickBooks address line 1 and 2
Shipping city, state, zip, country	QuickBooks shipping address
Tags	Can be used for rules. No mapping on QuickBooks sales.
Ship by	No mapping. We use ship date.
Item name	QuickBooks item description
Item SKU	QuickBooks item name or SKU
Unit price	Unit price
Tax paid	Either a QuickBooks line item or you can use it to map a QuickBooks tax code.
Total paid	Determines whether an order is paid.
Custom fields 1 - 3	Use our rules engine to map these fields to and from QuickBooks.
Payment Method	If the payment method is missing on the ShipStation sale, then Connex syncs the phrase credit card. Shopify syncs no payment methods to ShipStation. We recommend syncing with your selling channel directly, if you need payment methods like PayPal to appear in QuickBooks.