First, the basics
ConnectBooks groups your Shopify sales and sends each group to QuickBooks. This way, your books match the money that reaches your bank.
To group your sales, ConnectBooks looks at two things on every order:
The app — where the order was placed. For example, your website (Online Store), your store counter (Point of Sale), orders you create yourself (Draft Orders), or another sales channel like Facebook.
The gateway — who collected the payment. For example, Shopify Payments or PayPal.
Example: a customer buys from your Facebook shop and pays with PayPal. The app is Facebook. The gateway is PayPal.
Some orders have no gateway. These are free orders, orders paid somewhere outside Shopify, and orders that aren't paid yet.
Two ways to sort your sales
1. By gateway (every store starts here)
All orders paid with the same gateway go together. For example, every PayPal order is in one group, no matter which app it came from.
Orders that aren't paid yet are skipped until they're paid.
2. By app and gateway
Orders from other apps get their own groups. For example, PayPal orders from Facebook go to "Facebook – PayPal", separate from your other PayPal orders. Each one can have its own fees and QuickBooks account.
Orders that aren't paid yet come in right away.
Online Store, Draft Orders, and Point of Sale aren't split out. Their paid orders stay with the gateway the customer paid with.
Shopify Payments is never split by app. Shopify pays it out in one payout, so ConnectBooks keeps it together to match your bank.
Which one is my store using?
If you've never turned a Shopify app on or off in ConnectBooks, your store is sorted by gateway.
You can't switch by accident. ConnectBooks asks you to confirm first.
Should I switch?
You don't have to. Your store keeps working the way it does now. Here's how to decide:
You only sell through your website, Point of Sale, or Draft Orders. Switching changes little for you. The main difference is that unpaid orders show up right away, and you don't have to wait for it to get paid.
You also sell through other apps, like Facebook or a wholesale app. Switching keeps those apps' sales, fees, and QuickBooks accounts separate.
Not sure? Leave it as it is and ask our support team. Switching can't be undone, so there's no harm in waiting.
Before you switch
Switching can't be undone. Read this section before you turn any app on or off.
The switch happens the first time you turn any app on or off and click Save.
It starts at the beginning of next week. Orders from before that stay as they are.
Turn on every app you sell through before you save. After the switch, apps that are off don't bring in any orders. Only Online Store, Draft Orders, and Point of Sale start on.
Leave an app off if ConnectBooks already connects to that marketplace directly. For example, if Amazon orders reach Shopify through an app, and Amazon is also connected to ConnectBooks, keep that app off. Otherwise you'll get the same orders twice.
Where to find the settings
Go to Stores and click your Shopify store.
Open the Gateways & Apps tab.
Use the toggle at the top to switch between Apps and Gateways.
Make your changes and click Save.
The same switches are also in your QuickBooks store settings, on the Shopify Advanced Settings tab.
Apps
Every app your orders came from shows up here on its own. Each one has a switch:
On — ConnectBooks brings in this app's orders.
Off — ConnectBooks stops bringing in this app's new orders. Orders already brought in stay.
Gateways
Each row is one group of payments. On each row you can:
Turn it on or off.
See the QuickBooks account its money goes to.
Click the fees to enter what your payment company charges you: a flat rate, a processing rate (%), and a foreign rate (%) for international orders. "Add fees" means none are set yet.
Use the ⋮ menu:
Delete from QB removes this gateway's data from QuickBooks only. It stays in ConnectBooks.
Delete All removes all of this gateway's data from ConnectBooks. If it was sent to QuickBooks, delete it from QuickBooks first.
What happens to unpaid orders
Once your store is sorted by app and gateway:
Unpaid orders show up right away under their app, for example "Facebook (App)". No payment is recorded yet.
When the customer pays, the order moves to the gateway they paid with, and the payment is recorded there.
If the order is cancelled, ConnectBooks marks it cancelled.
Frequently asked questions
I don't see any apps.
Apps appear as your orders come in. If you just connected your store, wait for the first sync to finish.
Can I switch back to sorting by gateway?
No. Once your store switches, it stays switched. Contact support before switching if you're not sure.
Orders from one of my apps stopped coming in.
That app is probably off. Turn it on in the Apps view. If you need the orders you missed while it was off, contact support.
I turned an app off, but I still see its orders.
Turning an app off only stops new orders. To remove the ones already brought in, use Delete All on that app's gateway.
Why can't I turn off some gateways?
They belong to an app, like "Facebook – PayPal". Turn the app off instead.
Why can't I edit PayPal fees?
ConnectBooks gets the real fee from PayPal, so you don't need to enter one.
I see PayPal more than once.
That's normal after switching. "PayPal" holds your Online Store, Draft Orders, and Point of Sale orders. A row like "Facebook – PayPal" holds PayPal orders from Facebook.
New gateways showed up after I switched.
Set the QuickBooks account and fees for each one. More can appear as orders come in from new apps, so check back after a week.
I deleted a gateway by mistake.
Contact support. We'll need to bring the data back in for you.
Need help? Message our support team from the chat icon in ConnectBooks.