WooCommerce Integration Guide

Use this guide to connect QBM with WooCommerce, prepare API access, configure every WooCommerce option, work with items, customers, and orders, and troubleshoot synchronization safely.

Overview

The WooCommerce integration connects QBM with a WooCommerce online store. It helps the business keep online products, stock, customers, and orders aligned with QBM operations.

The integration is designed for controlled use. Administrators should configure the connection and permissions first, then users can work with the WooCommerce screens according to their QBM security access.

Important: WooCommerce stock synchronization is mainly controlled from QBM. QBM can push stock quantities to WooCommerce. When online orders are received, import the orders into QBM so inventory and customer activity are recorded correctly in QBM.
Area What QBM Can Do Main User Action
Connection Connect to WooCommerce using store URL, consumer key, and consumer secret. Set up the WooCommerce tab in Options.
Items Review QBM items, create or update WooCommerce products, import WooCommerce products, and sync selected stock. Open WooCommerce Items.
Customers View WooCommerce customers and import selected customers into QBM. Open WooCommerce Customers.
Orders View WooCommerce orders by date, import selected orders into QBM, and review already imported orders. Open WooCommerce Orders.
Logs Review connection, stock sync, missing item, and processing messages. Open WooCommerce Logs.

Data Flow Summary

Data Direction How It Works What To Check First
Products / items QBM to WooCommerce, and WooCommerce to QBM when allowed QBM Items can create or update WooCommerce products. WooCommerce Items can be imported into QBM if importing is enabled. SKU, lookup code, product name, price, item accounts, and duplicate rules.
Stock quantity QBM to WooCommerce Stock quantities are calculated from selected QBM location(s) and pushed to matching WooCommerce products or variations. Selected location, SKU/code matching, and stock interval.
Customers WooCommerce to QBM Selected WooCommerce customers can be imported as QBM partners/customers. Name, email, phone, billing address, and duplicate customer policy.
Orders WooCommerce to QBM Selected WooCommerce orders can be imported into QBM as customer orders. Order date range, customer, SKU match, item quantities, and import location.

Before You Begin

WooCommerce Requirements

  • A working WooCommerce store with administrator access.
  • WordPress permalinks should not be set to the plain/default format.
  • A WooCommerce REST API key with read/write permission for the user who owns the integration.
  • Products should have reliable SKU values. If the store also uses QBM lookup codes, enable the matching option in QBM.
  • The website should normally use HTTPS. HTTP should be used only for controlled testing.

QBM Requirements

  • The WooCommerce integration must be installed and enabled for the company.
  • An administrator or authorized power user should configure the WooCommerce tab in Options.
  • Users who import customers need permission to create customers.
  • Users who import or export items need permission to create or update items.
  • Users who import orders need permission to create sales orders.
  • Inventory locations and default accounts should be reviewed before importing or exporting real data.

WooCommerce Setup

Create WooCommerce API credentials before entering settings in QBM.

  1. Log in to WordPress Admin for the WooCommerce store.
  2. Open WooCommerce, then Settings.
  3. Open the Advanced section.
  4. Open REST API.
  5. Select Create an API key or Add key.
  6. Enter a clear description, such as QBM Integration.
  7. Select the WordPress user that should own the key.
  8. Select Read/Write permission.
  9. Generate the key and copy the Consumer Key and Consumer Secret.
  10. Keep the key and secret secure. Do not send them in screenshots or public messages.
Security: If the key is exposed or shared with the wrong person, revoke it in WooCommerce and create a new key. QBM needs the new consumer key and consumer secret after replacement.

QBM Options

In QBM, open Options, go to Integrations, then select the WooCommerce tab. Settings are saved with the main Options form Save buttons.

Connection

Option What It Does Recommended Use
Enable WooCommerce integration Turns the WooCommerce integration on or off for QBM. Enable only after the store URL and credentials are ready.
Store URL The website address of the WooCommerce store. Use the main store URL, preferably starting with HTTPS.
Consumer Key The WooCommerce API key used by QBM to connect to the store. Paste from WooCommerce REST API key details.
Consumer Secret The secret value paired with the consumer key. Keep private. Replace if exposed.
Allow insecure HTTP Allows QBM to connect to a store URL that uses HTTP instead of HTTPS. Use only for controlled testing. Production stores should use HTTPS.
Reconnect Saves and tests or refreshes the WooCommerce connection settings. Use after changing URL, key, secret, or HTTP setting.
Clear Cache Clears cached WooCommerce item data in QBM. Use when WooCommerce product changes are not appearing in QBM.
Open Logs Opens the WooCommerce log window. Use when troubleshooting connection, item, stock, or order issues.

Inventory Sync

Option What It Does Recommended Use
Enable stock sync on this client Allows this workstation or server to run WooCommerce stock synchronization. Enable on one controlled machine only, unless support confirms another setup.
Sync interval (minutes) Controls how often QBM checks and pushes stock to WooCommerce. Use a practical interval. Very short intervals can create unnecessary load.
Primary QBM location Selects the QBM store/location used for stock quantities when one location is used. Select the main stock location that should feed WooCommerce.
Use multiple QBM locations Allows stock synchronization from more than one QBM location. Use only when online stock should represent multiple locations.
Multiple locations Opens location selection when multiple-location sync is enabled. Select only locations that should contribute to online stock.
Sync start date Sets the starting point for stock synchronization tracking. Use the date agreed for the integration go-live or test start.
Match by lookup code when SKU is not found If QBM cannot match by SKU, it also tries QBM lookup code. Enable when WooCommerce SKU and QBM lookup code may be used differently.
Write missing item matches to WooCommerce logs Records missing SKU or lookup-code matches in the logs. Keep enabled during setup and testing.
Start Stock Sync Starts the WooCommerce stock synchronization process. Use after connection, locations, and item matching are confirmed.
Stop Stock Sync Stops the WooCommerce stock synchronization process. Use before changing settings or investigating incorrect stock.

Import Permissions

Option What It Allows Recommended Use
Allow importing WooCommerce orders Allows users to import selected WooCommerce orders into QBM. Enable when order import is part of the workflow.
Allow importing WooCommerce customers Allows users to import selected WooCommerce customers into QBM. Enable after customer duplicate rules are understood.
Allow importing WooCommerce items Allows users to import selected WooCommerce products into QBM items. Enable only after item naming, SKU, UPC, lookup code, and account defaults are reviewed.
Allow creating new items in WooCommerce Allows QBM users to create or update WooCommerce products from QBM items. Enable when QBM is the item master and selected QBM items should be sent to WooCommerce.

Order Polling

Option What It Does Recommended Use
Enable automatic WooCommerce order polling Allows QBM to check WooCommerce for new orders automatically. Enable only after manual order import has been tested.
Polling interval (minutes) Controls how often QBM checks for WooCommerce orders. Use a reasonable interval based on order volume.
Last order sync (read-only) Shows the latest order polling synchronization point. Use for troubleshooting missing orders.
Start Order Polling Starts automatic WooCommerce order polling. Use after order import permissions and matching are confirmed.
Stop Order Polling Stops automatic WooCommerce order polling. Use before changing settings or investigating order import issues.

Where To Open WooCommerce In QBM

After the integration is enabled, QBM shows a WooCommerce menu under the external services/integrations area. The menu normally includes:

  • Items: Review QBM items and WooCommerce items, create/update WooCommerce products, import WooCommerce products, and sync selected stock.
  • Customers: Review WooCommerce customers and import selected customers into QBM.
  • Orders: Review WooCommerce orders, import selected orders into QBM, and review imported orders.
  • Logs: Review integration messages and clear the log view when needed.
If you do not see the menu: Confirm that WooCommerce is enabled in Options and that the integration is installed for the company.

Working With Items

QBM Items Tab

The QBM Items tab lists QBM products. From here, users can refresh items, create/update WooCommerce products, or sync stock for selected items.

  1. Open WooCommerce, then Items.
  2. Use the QBM Items tab.
  3. Select one or more QBM items.
  4. Choose Create / Update to create or update the matching WooCommerce product, if allowed.
  5. Choose Sync Stock to push stock for selected items.

WooCommerce Items Tab

The WooCommerce Items tab lists products and variations from the online store. From here, users can refresh WooCommerce items or import selected products into QBM.

  1. Open the WooCommerce Items tab.
  2. Select Refresh to load current online products.
  3. Select one or more WooCommerce products.
  4. Select Import to create QBM items, if importing is allowed.
  5. When prompted, select the default accounts for imported items.

Default Accounts For Imported Items

When importing WooCommerce items into QBM, QBM may ask for default accounts. These accounts tell QBM how the item should post in accounting.

Default Account Meaning
Income Account The sales income account used when the item is sold.
Asset / Inventory The inventory asset account used for stock items.
COGS The cost of goods sold account used when inventory cost is posted.
Expense (Default) The default expense account used where applicable.
Purchase Variance The account used for purchase variance where applicable.

Why Items May Be Skipped

QBM may skip an item import to protect data quality. Common reasons include duplicate items in the selected batch, missing required fields, existing product names, existing UPC values, or existing lookup codes.

Working With Customers

The WooCommerce Customers screen shows customers from the online store. Selected customers can be imported into QBM if importing customers is allowed and the user has permission to create customers.

  1. Open WooCommerce, then Customers.
  2. Select Refresh to load the latest customer list.
  3. Select one or more customers.
  4. Select Import.
  5. Review the result summary showing processed, created, skipped, and failed customers.

QBM imports available customer details such as first name, last name, email, phone, company name, billing address, and shipping address.

Working With Orders

The WooCommerce Orders screen has two tabs: WooCommerce and Imported.

WooCommerce Tab

  1. Select the from/to date range.
  2. Select Refresh.
  3. Review orders returned from WooCommerce.
  4. Select the QBM location/store for import.
  5. Select one or more orders.
  6. Select Import.

Imported WooCommerce orders become QBM customer orders. QBM records the WooCommerce order number as a reference and links the WooCommerce order to the created QBM order.

Imported Tab

The Imported tab shows orders already imported into QBM for the selected date range. Use this tab before importing again to avoid confusion.

Order Import Rules

  • Each selected WooCommerce order must have valid line items.
  • Each line item should have a SKU that can be matched to a QBM item.
  • If SKU is not found and the option is enabled, QBM can also try lookup code matching.
  • If products are missing, QBM stops the import and shows the missing SKU or product list.
  • If a WooCommerce customer was already imported and linked, QBM can use that customer on the order.

Stock Synchronization

WooCommerce stock sync updates online stock based on QBM quantities. QBM checks the configured QBM location or selected multiple locations, finds matching WooCommerce products or variations, and updates the online stock quantity.

  1. Confirm the store URL and API credentials are connected.
  2. Confirm item SKU or lookup code matching is correct.
  3. Select the correct QBM location or multiple locations.
  4. Enable stock sync on the correct client/server.
  5. Start stock sync from Options or manually sync selected items from WooCommerce Items.
  6. Review logs for missing item matches or skipped products.
Avoid duplicate sync machines: Do not run automatic stock sync from many workstations unless support has approved the setup. One controlled machine is easier to monitor and troubleshoot.

Automatic Order Polling

Order polling lets QBM check WooCommerce automatically for new or updated orders. Before turning it on, test manual order import first.

  1. Enable importing WooCommerce orders.
  2. Import a few test orders manually.
  3. Confirm items, customers, quantities, dates, and location are correct.
  4. Enable automatic order polling.
  5. Set a practical polling interval.
  6. Select Start Order Polling.
  7. Use logs and the Imported tab to confirm activity.

Testing Checklist

Test Expected Result
Reconnect from Options QBM confirms that the WooCommerce connection settings were applied.
Open WooCommerce Logs Logs open and show connection or sync messages when activity happens.
Refresh WooCommerce Items Products and variations load from WooCommerce.
Sync selected stock Selected QBM item stock is pushed to the matching WooCommerce product or variation.
Import one customer Customer is created or skipped with a clear result summary.
Import one order QBM creates a customer order and links it to the WooCommerce order.
Review Imported tab The imported order appears for the selected date range.

Troubleshooting

Problem What To Check
WooCommerce menu is not visible Confirm the integration is installed and Enable WooCommerce integration is selected in Options.
Connection fails Check Store URL, HTTPS, consumer key, consumer secret, WooCommerce REST API permission, internet access, and whether the key was revoked.
Products do not match Check SKU values first. If needed, enable lookup-code matching and review logs.
Stock is wrong online Confirm QBM location selection, multiple-location setting, stock interval, and whether another workstation is also syncing.
Item import skipped products Review missing fields, duplicate selections, existing names, existing UPC, and existing lookup code.
Customer import is blocked Confirm importing customers is allowed and the user has permission to create customers.
Order import is blocked Confirm importing orders is allowed and the user has permission to create sales orders.
Order import says products are missing Check every WooCommerce order line SKU and confirm it matches a QBM item SKU or lookup code.
New WooCommerce products do not appear in QBM Clear cache, refresh WooCommerce Items, and confirm the API key has read access.

Go-Live Checklist

  • WooCommerce REST API key is created with read/write permission.
  • QBM Options contain the correct store URL, consumer key, and consumer secret.
  • Connection is tested with Reconnect.
  • Item SKU and lookup-code matching rules are confirmed.
  • QBM location or multiple locations are selected correctly.
  • One test item stock sync is completed and checked online.
  • One test customer import is completed and reviewed.
  • One test order import is completed and reviewed in QBM.
  • Automatic stock sync is started only on the correct workstation/server.
  • Automatic order polling is enabled only after manual import has been tested.
  • Support knows where to open WooCommerce Logs.