How to Setup Shopify with Bookkeep

Walkthrough of how to get Shopify up and running with Bookkeep.

To begin utilizing Bookkeep's automated journal entries for Shopify, you must connect the Shopify store that you would like to import data from. Below we will go step-by-step through the setup process to ensure you are ready to go!

1. First connect your Shopify store by visiting the Connections/Apps View and clicking Add an App (top right) to locate Shopify:

2. Clicking on the icon above will generate a pop-up connection window.  After clicking "Connect now", you will be redirected to Shopify's app store to install Bookkeep on your Shopify store.

Please note that Shopify will not allow you to invite an account owner to connect from Bookkeep's interface.  If required, the Shopify store owner can create a staff account for you and customize your permissions.  Please review our article titled "What Shopify Permissions are needed to connect to Bookkeep".

3. In order to proceed with the Shopify connection, you will need to select your store (assuming you have more than one), install our application, and then agree to our terms of service via the Shopify app marketplace.  

4. During the sign-up process, you will need to indicate whether or not you are a new or existing Bookkeep customer:

If you are logging into an existing account, you will be prompted to select an entity:

Note: After your connection is made, it will be accessible via your Shopify apps page as well as on app.bookkeep.com.  See below:

5. Now that your Shopify store is connected to Bookkeep, you will need to complete your mapping to the accounts from your Accounting Platform (e.g. QuickBooks Online) which can be found by clicking "Configure". OPTIONAL: One unique feature Bookkeep offers for Shopify is called "Cloning" activated by clicking "Clone" in the image above. When clicking "Clone" you will see your Shopify connection "copy" itself as shown below (we will dig into what Cloning enables for you below):

6. This step is relevant for those who Cloned only:  Cloning is not required and is an optional feature some customers like to use in order to break out the Shopify channels into separate journal entries for COGS and sales. If you choose to not break out your journal entries by separate channels you can skip clicking "Clone" and continue mapping as further discussed below. Cloning can be repeated many times if you have many channels you would like to post separately. If you choose to Clone your Shopify connection, you will see the following journal entry options below:

**A note on Cloned Shopify connections: as you will see in the image above the copied Clone at the bottom only shows an ecommerce and COGS journal entry option while the parent at the top shows ecommerce, payments deposit, and COGS journal entries. This is important to understand as the cloning option allows you to breakout specific channels to be posted as separate journal entries related to cost of goods and ecommerce sales. However, the deposits from Shopify are not channel specific and therefore are only mapped once at the top level.

7. Shopify Ecommerce journal entry mapping: This journal entry posts the sales completed during the prior day as one summarized journal entry for the entire day. When completing this mapping at the parent level (and not the clone level) you will click "Configure" and then "Map" to select the specific accounts pulled in from your accounting platform which will receive the data from Shopify (clicking Refresh below will pull in the latest accounts from your accounting platform if you made recent changes). This mapping can be repeated for the COGS and deposits journal entries if you choose to use them:

8. After completing the needed journal entry mapping, you can set the journal entry to ON which will begin posting a daily journal entry for each starting on the next day. As indicated in the image below, I have cloned my connection to allow me to break out specific channels from Shopify as their own journal entry. Also shown in the image below for clarity, I have the ecommerce ON for both the parent and the clone. By having both the parent and clone on for ecommerce sales, I will post one journal entry for the filtered channels I selected for the clone. Any channels not selected for the clone would post at the parent level mapping (this ensures no data is duplicated). I have the payments deposit on at the parent as deposits are not channel specific. Additionally, I do not have the COGS journal entry on for either the parent or clone.

9. This step is relevant for those who Cloned only: when completing the mappings at the Cloned level, you will notice a dropdown at the top of the mapping view to "Filter by Channel." This will allow you to select one or multiple channels that you would like to come in as a separate journal entry. You can have as many clones as you would like to be able to post channels separately if you choose:

10. Once you have mapped the necessary journal entry templates and set them to ON, you are good to go! You will see journal entries begin posting to your accounting platform the next day!