How Etsy data is synced into QuickBooks Online

Sush.io records your Etsy orders, refunds, fees and payouts in QuickBooks Online, every day, so that your books match what really happened on Etsy and not just the deposits on your bank account.

Before you start

A QuickBooks Online company.
An Etsy account that owns a shop. If Sush.io finds no shop on your Etsy account, open your shop on Etsy first, or connect the Etsy account that owns it.

Setting up the automation

After you connect QuickBooks Online and Etsy, a few steps set up your automation. You can change most of these choices later in the automation's Settings.

Shop: the Etsy shop to sync. It can't be changed once the automation is billed.
Sync start date: no transaction dated before this day is sent to QuickBooks Online. It can't be changed once the automation is billed.
Customers: create one QuickBooks customer per Etsy buyer (name and email), or post every sale to a single generic customer, Etsy Customer.
Accounts:
- Bank account: the account where Etsy deposits your payouts.
- Income account: where your Etsy sales are recorded.
- Expense account: where your Etsy fees are recorded.
- Opening balance (optional): your Etsy balance on the start date, so that the Etsy clearing account starts at the right amount. You find it on Etsy under Finances → Payment account.
If you keep Create a default account, Sush.io creates the account on the first sync.
Classes (only if class tracking is turned on in QuickBooks Online): one class for every transaction, or a class per line, with a class for each Etsy listing and a default class for everything else.
Summary and subscription: review your choices and start your subscription. The first sync starts right after.

What gets synced

Orders → Sales Receipts

Each Etsy payment becomes one Sales Receipt, dated the day of the order, with:

one line per item sold (title, quantity, price). Each listing is created as a product in QuickBooks Online the first time it sells,
a Shipping line when the buyer paid for shipping,
an Etsy discount line for coupons and sales.

The reference number is ETY- followed by the Etsy payment number, so you can find any order in QuickBooks Online.

Refunds → Refund Receipts

A refund to a buyer becomes a Refund Receipt with an Etsy Refund line.

Etsy fees → one expense per day

Your Etsy fees are grouped into one expense per day, from the vendor Etsy, with one line per type of fee:

listing fees,
transaction fees,
payment processing fees,
VAT on seller fees,
other fees (for example the seller onboarding fee).

Fee credits from Etsy are recorded as a journal entry. Fees are synced up to the previous day, once Etsy has finalised them.

Payouts → Transfers

Each Etsy payout to your bank becomes a Transfer from the Etsy clearing account to your bank account. In your bank feed, match the Etsy deposit with this transfer. Do not add it as a new deposit or as income: your sales are already recorded by the Sales Receipts, and they would be counted twice.

Sales tax collected by Etsy

In many countries and US states, Etsy collects and pays the sales tax on your behalf. This tax is not your income, so Sush.io leaves it out of your sales and your fees.

The Etsy clearing account

Sush.io creates an account called Etsy Clearing Account - DO NOT DELETE. It works like your Etsy balance:

money in: your sales,
money out: refunds, fees and payouts to your bank.

Its balance in QuickBooks Online should match your balance on Etsy. If you entered an opening balance, Sush.io records it after the first sync, as one journal entry dated the start date, against Opening Balance Equity.

What Sush.io creates in QuickBooks Online

Accounts:
- Etsy Clearing Account - DO NOT DELETE,
- Etsy Fees - DO NOT DELETE and Etsy Income, if you kept the default accounts,
- Etsy Shipping,
- Opening Balance Equity, if it doesn't exist yet.
Vendor: Etsy.
Customers: one customer per buyer, or the generic customer Etsy Customer, depending on your choice.
Products and services: Etsy Sales, Etsy Shipping, Etsy Refund, and one product per Etsy listing sold.

When does it sync?

Automatically, once a day.
Need it sooner? Click Sync now on the Automations page. It starts within a few minutes and can be used once per hour.
Orders dated before your sync start date are never synced.

What is not synced

Inventory quantities and stock.
Buyer addresses: customers are created with their name and email.
Sales tax collected and paid by Etsy.

Good to know

Never delete the accounts marked "DO NOT DELETE". Sush.io needs them for every sync.
Don't delete or edit transactions created by Sush.io in QuickBooks Online: the clearing account balance would no longer match Etsy.
Something missing? Check the Transactions and Issues tabs of your automation.