If you sell on Webflow Ecommerce and keep your books in QuickBooks Online, you have probably hit the gap: Webflow takes the payment but does not post the order to QuickBooks.
What a proper QuickBooks connection does
The goal is to write real invoices, customers, payments and credit memos inside your own QuickBooks company. Not a mirror kept in some third-party tool, not a spreadsheet import.
The test that matters: if you removed the integration tomorrow, everything it created stays in QuickBooks. Those documents are your records.
The setup, step by step
- Connect your Webflow site. Xaldro asks Webflow for read access to your sites and ecommerce orders only. There is nothing to paste or embed in your site; the only thing Xaldro adds to it is its own two order webhooks per connected site.
- Connect QuickBooks Online through Intuit’s own sign-in (OAuth). You never hand over a QuickBooks password.
- Map your accounts once. Choose an income account for product revenue, a shipping account (or the income account), a deposit or clearing account for payments, and your QuickBooks tax code.
- Past orders. Connecting a site imports its orders from the last 90 days, and you can import up to the last 12 months from the panel.
After that, each new order posts when Webflow’s order webhook arrives, and you only handle the orders Xaldro holds.
How a Webflow order maps into QuickBooks
- One invoice per order.
- One line per product, with the item created for you. QuickBooks invoices are built from Items, so a product that does not exist yet as a QuickBooks Item is created and pointed at your mapped income account. You do not have to build your catalogue in QuickBooks first.
- Shipping as its own line, posted against your chosen account.
- Discounts as their own line, so the invoice breakdown reflects the order.
- Tax the QuickBooks way. Map the tax code that applies, or per-region rules for several destinations. A tax code is applied only when the order carries tax. On a non-US QuickBooks company, an untaxed order needs a zero-rate code mapped, or it is held.
- The Webflow order id in the invoice memo, so every invoice traces back to its order.
- Customers matched by email. The buyer is found by primary email or created. QuickBooks requires every customer’s display name to be unique, so if a customer with the same name already exists under a different email, Xaldro reuses that customer. With multicurrency on, a buyer gets one customer per currency. Orders without a customer email post to one shared customer.
Paid, not just invoiced
If you map a deposit or clearing account, Xaldro records the payment against the invoice so it shows as paid. That clearing account is then what you reconcile your payment processor’s payout against when the cash lands.
Leave it unmapped and invoices still post; they post as open for you to mark paid yourself.
Refunds
When you refund an order in Webflow, Xaldro reverses it in QuickBooks, tax included:
- If the invoice is still open, a credit memo is posted and applied against it.
- If the invoice was already paid and you mapped a clearing account, a refund receipt records the money going back out of that account.
Checked against what the customer paid, or held with a reason
Before posting, Xaldro checks that the invoice lines add up to what the customer paid. After posting, it reads the invoice back from QuickBooks. If its total or tax differs from what the customer paid by more than 1 cent, Xaldro voids the invoice it just created and holds the order with a reason, usually an unmapped or mismatched tax code.
It also does not post the same order twice: before creating an invoice it searches QuickBooks for the Webflow order reference. An invoice with the same total is linked instead of created again; one with a different total holds the order.
If your company keeps its books in one currency with multicurrency off, an order in another currency is held with a message telling you how to turn multicurrency on.
Getting started
Xaldro posts Webflow Ecommerce orders to QuickBooks Online as described here.
Each plan is a flat monthly price. You can start on a free trial of 14 days or your first 100 synced orders, whichever comes first, with no card required.