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If you’re running an online store, you know how chaotic it could be to generate and sync invoices between the tools you’re using. While most ecommerce platforms already feature a variety of payment methods, not all of them generate invoices which is why in most cases, you will still need a separate tool to do this.

 

Take WooCommerce, for example. While this is an awesome platform where you can make unlimited customisations and add unlimited products, keeping the books straight could be a whole another task to take on. This is where a Zapier subscription so handy.

 

In this article, we will be showing you the first step to syncing your sales and accounting: sending your invoices from your WooCommerce store to online accounting tools like Zoho Books. The good thing about Zapier is it has ready integrations to dozens of accounting apps so you can pick anything from the list and be sure that you can pull all the needed attributes.

The great thing about Zapier, is that it makes it easy to switch in and out different tools. So this same process that we will show you can be used across different tool kits. Some of the popular examples might be:

Creating Invoices with Shopify and Xero

see the example below, however use the trigger in Shopify.

Creating Invoices with WooCommerce and Xero

Xero has a very similar integration with Zapier, so it should be fairly straight forward by following the example below.

Generating a Zoho Invoice From A WooCommerce Store Purchase

  1. Ensure that you already have the Zapier plugin installed and active in your WooCommerce site. If you don’t have it yet, you can download the plugin here.
  2. In Zapier, choose WooCommerce as a trigger action. As you will be creating an invoice from a purchase, choose “New Order” from the trigger.
  3. You will then be greeted with this step:

  • Go back to your WooCommerce store. If you installed the plugin correctly, you should be able to find Zapier Feeds in the WooCommerce option.
  • Create a new webhook and paste the code above in the right field:

  • Once done, Zapier should be able to catch the webhook and you can already add the next step: Zoho Books.

 

  1. To keep your CRM organised, you may want to create a contact first before creating an invoice. You can safely ignore the fields that do not have anything to do with your order. As you already know, in order to change the info dynamically, you should pick the contact details from the dropdown options.
  2. If you’re managing several organisations in Zoho Books, pick the organisation associated with your store. For the contact details, you can easily click on the right info from the sample pulled.

Once all that is done, you can double check that you have all the info you need before proceeding to the next step. Keep in mind though that your zap may not continue if the contact is already your CRM.

  1. Next we will want to go ahead and create the invoice associated to the account. In Zoho Books step that you’re going to add, choose “Create Sales Invoice”. Keep in mind that you will need to upgrade your Zapier subscription to enable multi-step Zaps.
  2. Same with creating the contact, you can choose from the dropdown options in Zapier for the order info. In this step, you will also have the option whether you want to send the invoice to the customer or not.

And that’s it. If you’re already happy with the setup, you can finish up the zap. You can also integrate your Gmail to send you notification when someone places an order.

If you want to learn how to send these new contacts to an email marketing tool to nurture your customers, subscribe to our multi-part ecommerce blog series by entering your email address below!

Invoice and Accounting Tools

There are lots of different accounting tools that you can use to achieve the same outcome, you dont just need to rely on Zoho Books.

Some other accounting options are; QuickBooks Online, Xero, Wave, Freshbooks Classic, Zoho Books, Iexoffice, Bexio, FreeAgent, Moneybird, Alegra, Splitwise, Quaderno, OpenERP, QuickFile, FacturaDirecta Invoiced, Aero Workflow, Bind ERP, Bkper,Saasu, Fattura24, Visma eAccounting, You Need A Budget, NetSuite, Odoo, Myob, Floify, Glide, Pocketsmith,FranConnect, Payfirma, Canopy, Nibo, TimeTap, Zoho Expense, Easybill, LessAccounting,AccountingSuite,Freshbooks New,OneBill,Avalara,Sage Business Cloud Accounting,Salespad,Oanda,Zipbooks,Taxamo,Sprout Invoices,Iugu,sevDesk,Billomat,Jasmin, Reckon One, Run my Accounts, Abacus, RowShare, InvoiceBerry

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Including Shipping Costs

There are two ways to include shipping costs, some people just want a single price that includes everything. To include everything look for the toal line item, and use that as your unit price.

To split out the shipping costs, you will need to use multiple line items.

Built into zapier is a tool under formatter that will allow you to create line items. You will need to create a line item for the total order and another line for the shipping costs.

Include a new line item for each item

If you want to split out the order so your xero invoice matches your eCommerce store, you will need to use line items. This can also be used to match it to an SKU in your inventory, assign different products to different accounts (in your chart of accounts) any other things.

The next article will cover how to do these more advanced tasks with Xero. But if you want help now, click the link below and book a $99 time with our team. Who can start the process for you and explain how you can DIY.

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