Do WooCommerce orders sync to my books?

Yes, one way into QuickBooks Online, Xero, FreshBooks, Zoho Books, FreeAgent or HubSpot, as invoices for the same customer with every product, shipping, fee and coupon line and the same total. A paid order gets its payment; FreeAgent records payments from its bank feed, so there it arrives marked sent.

When does an order travel?

You choose: when paid (the default, so a checkout that was never paid stays out), when placed, or every order including unpaid checkouts, which arrive as drafts. Once an order is in the books, a cancellation still voids it there unless it holds a payment.

Can a payment in the books update the order?

Yes, as an option, off by default. Once the invoice of a bank transfer or cheque order is paid in the books, the order moves from on hold to processing, with a private note. WooCommerce then emails the buyer its order processing message, as when you move it by hand.

Will my customers get an email when the sync creates them?

Not with the free CRM Connector plugin installed: it keeps WooCommerce's welcome email back for customers the sync creates. Without the plugin no customer is created in the store, unless you switch on sending that email in the integration's settings.

Are guest checkouts synced?

Yes. A guest becomes a contact once they placed a real order, and their orders travel to the books too. Abandoned checkouts never become contacts, and a guest is never turned into an account.

Can I keep using another WooCommerce extension for my books or HubSpot?

Not for the same orders. Switch the other extension off for the orders this platform sends, or each order lands twice.

Does WooCommerce sync with Jobber?

No. A web shop is not field service work, so WooCommerce is not offered with Jobber.

Are refunds, products and stock synced?

No. A refunded order keeps its paid invoice, so record the refund in your books. Products, prices and stock stay in WooCommerce; order lines carry the product name, price and SKU.

Will it create duplicates?

No. Before anything new is created, the platform looks for an existing record by email, phone or name and updates that one instead. Records that were synced before stay linked.

What if the connection drops?

The platform notices, pauses the integration and sends you one message with a reconnect button. Reconnecting takes one click and syncing resumes.

CRM Connector Platform

Every WooCommerce order in your books, by itself

The integration hub for WooCommerce. Orders land in your books or HubSpot as invoices, paid ones with their payment, and your shop's customers stay the same with your CRM, your books and the rest, in both directions.

Connects with approval on your own store
Set up in five guided steps
7 day free trial

Pairs with 17 systems

What syncs

What WooCommerce keeps in step

Customers

Both ways

Both ways with QuickBooks Online, Xero, HubSpot, Pipedrive, HighLevel and more.
Every customer with an account, and every guest once they placed a real order.
Name, company, phone and billing address follow every change; the email is set when the customer is created.
A customer who paid counts as a customer for the filters, a checkout made without signing in included, so you can send only people who bought.
A new contact from the other system becomes a customer account in your store.
As an option, HighLevel, Pipedrive, Keap or ActiveCampaign can tag the people who paid an order "Customer".

Orders

From WooCommerce

One way into QuickBooks Online, Xero, FreshBooks, Zoho Books, FreeAgent or HubSpot, as invoices.
Products, shipping, fees and coupons become lines, with the tax as one line, so the totals match.
A paid order gets its payment (FreeAgent records payments from its bank feed).
You choose when an order travels: once paid, once placed, or every order.

Works with

Pair WooCommerce with any of these

Pick the second system in the setup wizard. Each tile says what travels between the two and what is particular to that pairing.

QuickBooks OnlineContacts, Orders as invoicesOrders land in QuickBooks Online as invoices, paid ones with a linked payment, and customers stay the same both ways.About QuickBooks Online How it syncs

XeroContacts, Orders as invoicesOrders land in Xero under their own order number, paid ones with a payment on your bank account, and customers stay the same both ways.About Xero How it syncs

HubSpotContacts, Orders as invoicesOrders land next to the HubSpot contact as invoices, paid ones with a payment record, and contacts stay the same both ways.About HubSpot How it syncs

HighLevelContactsContacts stay the same both ways, and HighLevel can tag the people who paid a WooCommerce order "customer" for a workflow to follow up.About HighLevel How it syncs

SquareContactsOnline and in person, one customer list: shop customers and Square customers stay the same both ways.About Square How it syncs

StripeContactsShop customers and Stripe customers stay the same both ways, matched on email. The Stripe name is set once, at creation.About Stripe How it syncs

Housecall ProContactsCustomers stay the same both ways. An address goes into Housecall Pro only at creation.About Housecall Pro How it syncs

ServiceM8ContactsShop customers and ServiceM8 clients stay the same both ways.About ServiceM8 How it syncs

CompanyCamContactsShop customers and CompanyCam customers stay the same both ways, address included.About CompanyCam How it syncs

PipedriveContactsPersons stay the same both ways, and Pipedrive can label the people who paid a WooCommerce order "Customer".About Pipedrive How it syncs

FreshBooksContacts, Orders as invoicesOrders land in FreshBooks as invoices, paid ones with their payment, and clients stay the same both ways.About FreshBooks How it syncs

SalesforceContactsContacts stay the same both ways; the Salesforce account is linked once, when the contact is created.About Salesforce How it syncs

Zoho CRMContactsContacts stay the same both ways; the Zoho CRM account is linked once, when the contact is created.About Zoho CRM How it syncs

Zoho BooksContacts, Orders as invoicesOrders land in Zoho Books as invoices, paid ones with a customer payment, and contacts stay the same both ways.About Zoho Books How it syncs

FreeAgentContacts, Orders as invoicesOrders land in FreeAgent as invoices at 0% VAT with the tax as one line, and the bank feed records the payment. Contacts stay the same both ways.About FreeAgent How it syncs

ActiveCampaignContactsContacts stay the same both ways, and ActiveCampaign can tag the people who paid a WooCommerce order "Customer" for an automation to follow up.About ActiveCampaign How it syncs

KeapContactsContacts stay the same both ways, and Keap can tag the people who paid a WooCommerce order "Customer" for a campaign to follow up.About Keap How it syncs

Connecting

How WooCommerce connects

Approval on your own store

Store approval

WooCommerce connects through its own approval page on your store. Sign in to CRM Connector, choose Connect WooCommerce, enter your store's address and approve CRM Connector on your store, done. Or install the free CRM Connector plugin, open WooCommerce, Settings, Integration, CRM Connector, and click Connect your store. Entering a REST key by hand is the fallback. Disconnect by deleting the key in WooCommerce or with Disconnect in the plugin.

What you need

A CRM Connector account. Connecting happens inside the app.
A WooCommerce store on https, WooCommerce 5.8 or later.
A WordPress user with the Administrator or Shop manager role to approve.
The free CRM Connector plugin, to create customers in the store without WooCommerce's welcome email.

You approve CRM Connector on your own store's WooCommerce page, which makes a key for us alone. Your password never reaches CRM Connector, and you can delete the key in WooCommerce at any time.

Good to know

How WooCommerce behaves

What is true for WooCommerce whichever system you pair it with. What is particular to one pairing is on its tile above.

https stores only
A store must be served over https. A store on plain http cannot be connected.
Synced on a schedule, at most hourly
- WooCommerce changes are picked up on the schedule you choose, from every hour up to every 3 days.
- Nothing is pushed the moment it happens, and a store is never synced more often than hourly.
Gentle on your store
- Your store runs on your own hosting, next to your checkout.
- The platform sends one request at a time, at most one a second, and waits whenever the store asks it to.
- Customers are read in full on every sync, because WooCommerce cannot list only the ones that changed; orders are read by what changed.
Who becomes a contact
- Every customer with an account, whether or not they ordered.
- A guest once one of their orders got past the checkout. Abandoned checkouts never become contacts.
- Staff such as administrators and shop managers never become contacts; their own orders travel under their billing email.
New customers without a surprise email
- Creating a customer makes WooCommerce email a welcome message with a link to set a password.
- The free CRM Connector plugin keeps that email back for customers the sync creates. Without the plugin, contacts are not created in the store unless you allow the email in the integration's settings.
The account email is never changed
- It is the customer's sign in, and changing it makes WordPress email the old address.
- So the email is set when a customer is created and never changed by a sync in either direction; customers change their own in My account.
Tags and stages stay with the other system
- WooCommerce has no tags. Tags in HighLevel, Pipedrive, Keap or ActiveCampaign, and HubSpot lifecycle stages, can pick which contacts start to travel on a one way sync.
- A two way customer sync with WooCommerce cannot use a tag or stage filter.
Cancelled orders and refunds
- An order cancelled or failed after it travelled voids its invoice where the books have a void, unless the invoice already holds a payment. One cancelled before it ever travelled is not created.
- Refunds are not carried: the invoice stays paid, so record the refund in your books yourself.
Products and stock stay in WooCommerce
- Order lines carry the product name, price and SKU.
- The product catalogue, prices and stock are not synced, and nothing is written into an order apart from the optional move from on hold to processing.

FAQ

Questions about WooCommerce?

Every answer below is true for the app as it runs today. If something is not covered, ask us and we will answer in plain words.

Still not sure? Contact us

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