Guide to Mapping Products from Shopify to Quickbooks

Before LedgerPort can sync your Shopify orders to QuickBooks, it needs to know which QuickBooks item corresponds to each Shopify product. This is called product mapping. Without it, orders that contain unmapped products will fail to sync.

LedgerPort gives you two ways to set this up: Auto-Map, which handles most of your catalog in one click, and manual mapping, which lets you assign specific products yourself. Most stores use both together.

Before You Start

• You will need an active QuickBooks Online connection. If you have not connected yet, see Connecting QuickBooks Online.
• Product mapping affects all sync methods: Sales Receipts, Invoices, Daily Summaries, and others. Get this set up before running your first sync.
• If a product is not mapped when an order syncs, the order will fail with a Product Not Mapped error. See Common Sync Errors and How to Fix Them for details.

Where to Find Product Mapping

1. From the left sidebar, click Mapping.
2. Click Products.

You will see a list of your Shopify products alongside their current mapping status. Products that have been matched to a QuickBooks item show the item name. Products that have not been matched yet show as Unmapped.

Option 1: Auto-Map

Auto-Map is the fastest way to get your products matched. LedgerPort compares your Shopify products against your QuickBooks items and automatically links them based on matching SKUs or product names.

1. On the Mapping » Products page, click Auto-Map.
2. LedgerPort will run through your catalog and match products where it finds a clear SKU or name match in QuickBooks.
3. Once complete, review the results. Products that were matched successfully will show the QuickBooks item name. Any products that could not be matched automatically will still show as Unmapped.

Auto-Map works well when your Shopify SKUs or product names match what is already in QuickBooks. If your naming conventions differ between the two platforms, some products will need to be mapped manually.

Option 2: Manual Mapping

For products that Auto-Map did not catch, or for any product where you want to assign a specific QuickBooks item yourself, use manual mapping.

1. On the Mapping » Products page, find the product you want to map.
2. Click the dropdown in the QuickBooks Item column next to that product.
3. Search for or select the correct QuickBooks item from the list.
4. The mapping saves automatically.

Repeat this for any remaining unmapped products. You can also use manual mapping to override an Auto-Map result if the automatic match was incorrect.

Setting a Default Product Fallback

If you have products that do not need to be tracked individually in QuickBooks, you can set a fallback item. When LedgerPort encounters an unmapped product, it will use the fallback instead of failing the sync.

1. From the left sidebar, click Sync Config.
2. Click the Products tab.
3. Under Unmapped Item Handling, select Use Default Product.
4. Choose the QuickBooks item you want to use as the fallback.
5. Click Save.

With a fallback in place, orders will no longer fail due to unmapped products. The fallback item will appear on the QuickBooks transaction in place of the unmatched Shopify product.

Note: Using a fallback makes syncing more resilient, but it reduces visibility in QuickBooks. If you need per-product reporting, map each product individually rather than relying on the fallback.

Re-Syncing Orders That Failed Due to Unmapped Products

If orders failed before your mapping was complete, you can push them through again once the products are mapped.

1. From the left sidebar, click Manual Sync.
2. Click Orders.
3. Filter by Status: Error to find the orders that failed.
4. Select the affected orders and click Sync Selected.

LedgerPort will re-attempt those orders using your updated mapping.

If you run into any issues, contact us and our support team will be happy to help.