The hardest part about booking sales is finding all the reports you need so let me walk you though where to get the data and how to book it into QuickBooks.
Booking Sales, Liabilities and Payments
The report you will need to use for this is found under Analytics->Reports->Finance Report or you can bookmark it at this URL: https://[YOURSTORE].myshopify.com/admin/finances
I highly recommend booking sales on a daily basis and not monthly or weekly. Booking daily sales will alert you to problems and mistakes right away but waiting to book till the end of the week or month could hide errors and it may be too late to fix. An example of that is booking sales to the "Manual" payment type and then not making sure you collect payment another way.
Run the finance report for a single day and it will look like this:
Now lets go to QuickBooks and create a recurring Journal Entry
Login into QuickBooks then go here http://qbo.intuit.com/app/recurring
Click "NEW" then choose Journal Entry like this
Call your template "Shopify Sales" and set it to "Unscheduled"
Now let's set up your accounts to map to the report above. I will assume you already have the accounts set up. But if you don't know how to set up the proper accounts ask your accountant or you can always ask us we are here to help.
Now the only lines you need on the finance report are:
Create your template in QuickBooks to look like this then save it for reuse. Bookmark it in your browser to help you find it quickly.
When you bookmark the template remove from the bookmark the part before the qbo:
Booking Deposits To QuickBooks
Remember your deposits from Shopify Payments ARE NOT SALES! A deposit contains sales, tips, taxes, refunds removed and fees removed. If you book them as sales your books are totally incorrect. To find deposits you need to go to Settings->Payment Providers->View Payouts under Shopify Payments or just bookmark this url:
Payouts must be booked for each day so that they MATCH in the banking feed of QuickBooks. Here is what the Payout screen looks like:
Now create a new Template in QuickBooks under recurring transactions here: https://qbo.intuit.com/app/recurring use type Journal Entry.
The template should look like this for entering deposits:
This is the fast efficient way to enter your daily summaries from Shopify to QuickBooks. Show this to your bookkeeper or accountant so they can find the reports easily. And remember if you want this automated and reconciled each month you can sign up for bookkeep.com and we do this for you with our guarantee that your entries will all be entered each day.