The Sync Config page controls how LedgerPort processes and posts your WooCommerce data to QuickBooks Online. We have to these organized into seven tabs: General, Orders, Products, Customers, Payments, Taxes, and Misc.
Go to LedgerPort » Sync Config to open the page.
Saving Changes
- 1.Click Save changes to apply your changes. They take effect immediately for all future syncs.
- 2.Click Discard to revert your edits back to the last saved state.
The Save Bar only appears when you have unsaved changes – it is not visible on the page otherwise.
General Tab
The General tab has two cards: Auto Sync Entities and Sync Control & Historical Sync.
Auto Sync Entities
Controls which data types are included in each sync direction.
WooCommerce to QuickBooks:
| Entity | What it controls |
|---|---|
| Customers | Automatically sync WooCommerce customers to QuickBooks |
| Orders | Automatically sync WooCommerce orders to QuickBooks |
| Products | Automatically sync WooCommerce products to QuickBooks |
| Variations | Automatically sync WooCommerce product variations to QuickBooks |
| Payments | Automatically sync WooCommerce payments to QuickBooks |
QuickBooks to WooCommerce:
| Entity | What it controls |
|---|---|
| Products | Automatically sync QuickBooks products to WooCommerce |
| Cost | Automatically sync cost data from QuickBooks to WooCommerce |
| Inventory | Automatically sync inventory levels from QuickBooks to WooCommerce |
| Pricing | Automatically sync pricing from QuickBooks to WooCommerce |
Sync Control & Historical Sync
| Setting | What it does |
|---|---|
| Auto sync | Enable automatic syncing between WooCommerce and QuickBooks. When off, syncs must be triggered manually from the Manual Sync page. |
| Sync frequency | How often the automatic sync runs. Lower frequencies may require a higher-tier plan. |
| Historical sync | Enable to import past WooCommerce data into QuickBooks. |
| Start date | Visible when Historical sync is on. Only data created on or after this date will be imported. |
Orders Tab
The Orders tab has five cards: Sync Method, Sync Triggers & Filtering, Transaction Options, Shipping, and Discounts.
Sync Method
| Setting | What it does |
|---|---|
| Sync as | How WooCommerce orders appear in QuickBooks. Sales Receipt is best for paid orders. Invoice is for orders requiring payment. Estimate is for quotes. |
| Exclude $0 orders | Orders with a total of $0 will not be synced to QuickBooks. |
Sync Triggers & Filtering
| Setting | What it does |
|---|---|
| Auto sync order statuses | Which WooCommerce order statuses trigger a sync (Processing, Completed, On Hold, Pending, Cancelled, Refunded, Failed). An order syncs when it transitions to any selected status. |
| Do not sync before date | Orders placed before this date will be skipped. |
| Do not sync before order ID | Orders with an ID lower than this value will be skipped. |
| Void QB orders for cancelled orders | When a WooCommerce order is cancelled, void the corresponding QuickBooks transaction. Only orders already synced to QuickBooks are voided – orders cancelled before sync are skipped. |
Transaction Options
Transaction Options contains four sub-sections.
Numbering & Dates
| Setting | What it does |
|---|---|
| Numbering source | Use the WooCommerce order number or let QuickBooks auto-number the transaction. |
| Date source | Which date to use for the QuickBooks transaction: Order date, Paid date, Completed date, or Sync date. |
| Due date offset (days) | Days after the transaction date to set as the due date (for Invoices). |
| Use order date for service date | Use the WooCommerce order date as the service date on QuickBooks line items. |
Notes & Descriptions
| Setting | What it does |
|---|---|
| Order notes destination | Where WooCommerce order notes appear in QuickBooks: None, Customer Memo, Private Note, or Line Item. |
| Include shipping method in notes | Append the WooCommerce shipping method to the order notes. |
| Line item description source | What text to use for QuickBooks line item descriptions: WooCommerce product name, WooCommerce product description, QuickBooks product description, or None. |
| Include custom order line item meta | Append custom WooCommerce order item meta fields to line item descriptions. |
| Use 1st line description for private note | Use the first line item description as the QuickBooks private note. |
Payment & Billing
| Setting | What it does |
|---|---|
| Payment ref number source | Use the WooCommerce order number or the payment gateway Transaction ID as the QuickBooks payment reference number. |
| Billing address source | Use the Order billing address or the QB customer billing address on the QuickBooks transaction. |
| Use existing QB customer billing address | Keep the billing address stored in QuickBooks rather than overwriting it with the order billing address. |
Invoice Options
These settings apply when Sync as is set to Invoice.
| Setting | What it does |
|---|---|
| Print status | Set the print status on the QuickBooks invoice: Not set, Need to print, or Print completed. |
| Queue for QuickBooks to send later | Mark the invoice in QuickBooks as ready to send. You will need to batch-send queued invoices manually from QuickBooks. |
| Allow online payment | Enable credit card and ACH payment on QuickBooks invoices. |
| Use default customer message | Include the default customer message from QuickBooks on invoices. |
Shipping
| Setting | What it does |
|---|---|
| Sync shipping as line item | Add shipping charges as a separate line item on the QuickBooks transaction. |
| Shipping product | The QuickBooks product/service item to use for the shipping line item. Only Service and Non-inventory products are shown. |
| Skip $0 shipping line | Do not add a shipping line item when the shipping charge is $0. |
Discounts
| Setting | What it does |
|---|---|
| Discount sync method | How discounts are recorded in QuickBooks: Discounted price in line item reduces each line item price, or Separate line item adds a negative discount line item. |
| Discount line item product | The QuickBooks product to use for the discount line item. Visible only when Discount sync method is set to Separate line item. |
| Apply discount above sales tax | Apply discounts before sales tax is calculated. |
Products Tab
The Products tab controls how WooCommerce products are created, matched, and synced in QuickBooks.
Field Sync
| Setting | What it does |
|---|---|
| Sync cost | Sync the product cost from WooCommerce to QuickBooks. |
| Sync price | Sync the product price. |
| Sync description | Sync the product description. |
| Sync images | Sync product images. |
| Sync product type to category | Map WooCommerce product type to QuickBooks product category. |
Matching & Unmatched Handling
| Setting | What it does |
|---|---|
| Matching method | Match WooCommerce products to QuickBooks items by SKU or by Name. |
| Unmatched handling | What to do when no QuickBooks match is found: Create a new item automatically, use a Generic product as a catch-all, or Wait and log an error until the product is manually mapped. |
| Generic product | The QuickBooks item used for all unmatched products (when Unmatched handling = Generic product). |
| Use line item description | Use the WooCommerce line item description for unmatched products instead of the product name. |
Auto Create Settings
Applied when Unmatched handling is set to Create.
| Setting | What it does |
|---|---|
| Product type | Create new QuickBooks items as Non-Inventory, Inventory, or Service. |
| Asset account | The QuickBooks asset account for Inventory-type products. |
| Income account | The QuickBooks income account to assign to new products. |
| Expense account | The QuickBooks expense account to assign to new products. |
| Default tax code | The QuickBooks tax code applied to newly created products. |
Inventory & Variations
| Setting | What it does |
|---|---|
| Inventory start date | Only sync inventory data created on or after this date. |
| Inventory adjustment account | The QuickBooks account used for inventory adjustment entries. |
| Show QuickBooks fields in variations | Display the QuickBooks mapping fields on WooCommerce variable product variation edit screens. |
Description Sync
Controls how product names and descriptions are translated between WooCommerce and QuickBooks.
WooCommerce to QuickBooks:
| Field | Source options |
|---|---|
| Product name | WooCommerce product name, WooCommerce product description, or QuickBooks product description |
| Product description | WooCommerce product name, WooCommerce product description, or QuickBooks product description |
| Purchase description | WooCommerce product name, WooCommerce product description, or QuickBooks product description |
QuickBooks to WooCommerce:
| Field | Source options |
|---|---|
| Product name | QuickBooks product name, QuickBooks product description, or QuickBooks product SKU |
Customers Tab
The Customers tab controls how WooCommerce customers are matched to or created in QuickBooks.
Customer Strategy
| Setting | What it does |
|---|---|
| Strategy type | Individual: each WooCommerce customer is synced as a separate QuickBooks customer. Generic: all orders are posted to a single catch-all QuickBooks customer. |
| Generic customer | The QuickBooks customer to use for all orders (when Strategy = Generic). |
Customer Matching
| Setting | What it does |
|---|---|
| Matching method | Match customers by email address or by name. |
| Fallback method | Secondary matching method if the primary method does not find a match. |
| Create if not found | Automatically create a new QuickBooks customer when no match is found. |
| Use display name for matching | Use the WooCommerce customer display name when matching. |
| Override with shipping company | Use the shipping company name to identify the customer in QuickBooks. |
| Override with billing company | Use the billing company name. |
| Override with billing first/last name | Use the billing first and last name instead of the account name. |
Auto Create Settings
Applied when a new customer is created in QuickBooks.
| Setting | What it does |
|---|---|
| Display name format | The format used to construct the QuickBooks customer display name. |
| Default terms | Payment terms assigned to newly created QuickBooks customers. |
| Default payment method | The QuickBooks payment method assigned to new customers. |
| Append user ID for duplicates | When a name conflict exists, append the WooCommerce user ID to make the display name unique. |
Additional Customer Options
| Setting | What it does |
|---|---|
| Use QuickBooks customer email | Use the email address stored in QuickBooks rather than the order billing email. |
| Use QuickBooks customer billing address | Use the billing address stored in QuickBooks rather than the order billing address. |
Payments Tab
The Payments tab maps your WooCommerce payment gateways to QuickBooks clearing accounts and payment methods.
LedgerPort detects the payment gateways active on your WooCommerce store and lists them here. For each gateway you can configure:
| Setting | What it does |
|---|---|
| Enabled | Include this gateway’s transactions in the sync. |
| Refund enabled | Sync refunds processed through this gateway. |
| Clearing account | The QuickBooks bank or clearing account where payments from this gateway are deposited. |
| Payment method | The QuickBooks payment method to assign to transactions from this gateway. |
| Refund numbering – prefix | Text prepended to the refund reference number in QuickBooks. |
| Refund numbering – suffix | Text appended to the refund reference number. |
| Use WooCommerce refund ID | Use the WooCommerce refund ID as the QuickBooks reference number instead of a custom prefix/suffix format. |
A Default clearing account can be set as a fallback for any gateway that does not have its own clearing account configured.
Taxes Tab
The Taxes tab configures how WooCommerce tax amounts are represented in QuickBooks transactions.
Tax Rounding
| Setting | What it does |
|---|---|
| Enable tax rounding | Add a rounding adjustment line item to correct for cent-level differences between WooCommerce and QuickBooks tax calculations. |
| Rounding product | The QuickBooks product/service item used for the rounding adjustment line. |
Line Item Tax
| Setting | What it does |
|---|---|
| Enable line item tax | Sync WooCommerce tax as a dedicated line item on the QuickBooks transaction rather than relying on QuickBooks’ native tax calculation. |
| Description | The label shown on the tax line item in QuickBooks. |
| Tax account | The QuickBooks liability account where tax amounts are posted. |
| Tax product | The QuickBooks product/service item used for the tax line. |
Misc Tab
The Misc tab contains debug logging settings. These are most useful when troubleshooting sync issues with LedgerPort support.
| Setting | What it does |
|---|---|
| Log error request/response | Write the full API request and response payload to the debug log when a sync error occurs. |
| Log success request/response | Write the full API request and response payload to the debug log for successful syncs. Enable this temporarily only, as it generates high log volume. |
| Enable inventory import CDC debug log | Write additional diagnostic information for inventory sync operations. |
Debug log entries can be reviewed in LedgerPort » Debug Logs. See Audit Logs and Troubleshooting in LedgerPort for guidance.
Frequently Asked Questions
Do I need to configure every tab before syncing? No. LedgerPort ships with sensible defaults on every tab. Most stores can start syncing after completing the connection and mappings without touching Sync Config at all. Review the settings most relevant to your accounting setup – particularly Orders, Customers, and Payments – and adjust as needed.
Do changes to Sync Config apply to historical data? No. Changes apply to future syncs only. Transactions already posted to QuickBooks are not retroactively updated.
What does “plan gated” mean on certain settings? Some settings, such as lower sync frequencies, are available only on higher-tier LedgerPort plans. If a setting shows an upgrade badge, it requires a plan upgrade to unlock. Visit the Connection page to view and upgrade your plan.
What is the difference between Sync Config and Mappings? Sync Config controls how data is processed and translated into QuickBooks (sync method, entity types, date settings, etc.). Mappings control which specific WooCommerce products, customers, and accounts correspond to which specific QuickBooks entities. Both need to be configured for a complete setup.
I made changes but did not see the Save Bar. What happened? The Save Bar only appears when there are unsaved changes. If it disappeared, either your changes were saved successfully or you clicked Discard. Check whether the settings on the tab reflect the values you intended.
If you run into any issues, please feel free to contact us by clicking here. Our support team will be able to help you.
