The Miva QuickBooks Online module connects your Miva store directly to QuickBooks Online, automatically synchronizing key data, such as orders, customers, products, and inventory, using scheduled tasks. The integration runs entirely within the Miva Admin and requires no desktop software or third-party services.
QuickBooks Online Plan Requirements
The Miva QuickBooks Online integration requires QuickBooks Online Plus or Advanced.
The following plans are not supported:
QuickBooks Online Simple Start
QuickBooks Online Essentials
Integrating Miva + QuickBooks Online (QBO)
When you sign up for MivaConnect QBO, a Miva onboarding specialist will handle the installation and configuration for you.
Miva manages the connection between your store and QuickBooks Online, automatically keeping your data synchronized.
You can choose what data to sync during setup, and update those settings anytime under:
Path: Settings > QuickBooks Online > Settings TabAll synchronization is handled within your Miva Admin using scheduled tasks.
Note: Only one QuickBooks Online company can be connected to a Miva store at a time.
How the Integration Works
Account Synchronization
Map data to asset, expense, and income accounts.
These mappings are required and configured during setup.
Order Synchronization
New orders are automatically queued for synchronization.
Invoices are created in QuickBooks Online.
(Note: QuickBooks Online does not support creating sales receipts or sales orders via API.)Advanced Synchronization, such as delaying synchronization until after fraud review, can be handled with order workflows. Your onboarding consultant can assist with setup.
A custom field called "QuickBooks Online Status" is created for orders, products, and customers. This field shows whether a record is synchronized, queued, or unsynchronized.
To display QuickBooks Online Status in the Orders list, navigate to Path: Order Processing > Orders > Show/Hide (+) > QuickBooks Online Status
Product Synchronization
Sync product name, SKU, inventory levels
Manual and automatic product synchronization supported
Add the QuickBooks Online Status field to the Products list table to display the synchronization status of a product.
Path: Catalog > Products > Show/ Hide drop-down ( + ) > Select QuickBooks Online Status
Customer Synchronization
Customers are pushed from Miva to QuickBooks Online using name and email as the unique identifiers.
Creating customers in Miva from QuickBooks Online isn’t supported, since Miva requires a password for each customer, something the integration can’t generate or deliver. If you need to bring customer records into Miva, use the Customer Import module instead.
Inventory Synchronization
Select which system will manage inventory, Miva Merchant or QuickBooks Online. If you are not synchronizing inventory, an asset account is not required.
Scheduled Tasks
Sync intervals can be configured
Create Scheduled Tasks queued orders.
Note: Syncing is also triggered automatically when new orders are placed. Scheduled tasks act as a fallback to ensure all queued data is eventually synchronized.
Custom Field Usage
The value of the custom field indicates sync status (e.g., Unsynchronized, Queued, etc.). This field is used to control when an order is eligible to be sent to QuickBooks.
Allows use of workflows (e.g., delay sync until fraud check completes)
Anything marked as Queued will be sent to QuickBooks when the scheduled task runs. Orders placed by customers are automatically queued for synchronization.
Field Mapping
Most invoice fields are mapped automatically. The Item/Charge Mapping tab lets you link Miva order charges, such as shipping, tax, and discounts, to specific QuickBooks items so they appear correctly as line items on synced invoices.
These mappings are configured during onboarding, but you can review or update them anytime, especially if you use custom charge types.
QuickBooks Online does not support order or product custom fields via API, so custom field mapping is not available.
Migrating from QuickBooks Desktop to QuickBooks Online
If you're switching from QuickBooks Desktop, you'll notice some changes compared to our previous integration, Synchro. One important difference is that QuickBooks Online doesn’t support custom field mapping, so Miva custom fields cannot be synchronized the way they could with the desktop integration.
Invoice Prefix Control
Adding a prefix to synced invoices makes it easy to identify which orders came from Miva once they appear in QuickBooks Online. This is optional, but highly recommended, especially if you also create invoices manually in QuickBooks.
The prefix is fully customizable (for example, WEB-10001) and can be set during the integration setup or adjusted later.
Manually Synchronize Product and Customers with the Module
Manually Synchronize Products and Customers
Products and customers are automatically created in QuickBooks Online when they appear in an order. However, this feature allows you to push your full product catalog or specific customers to QuickBooks Online ahead of time—no orders required.
To access the manual sync options, go to:
PATH: Settings > QuickBooks Online > Manual Data Push
1. Click Select Product or Select Customers to open the selection page.
2. Choose what you want to sync and click Continue.
3. Click Push to QuickBooks
After pushing products or customers to QuickBooks Online, the QuickBooks Online Status column will update to show that they have been synchronized.
In your QuickBooks Online account, navigate to:
PATH: Sales & Get Paid > Products and Services to view the items that were pushed from Miva.
Handling Shipping and Tax items in QuickBooks Online
When an order is placed, Miva syncs the full cost breakdown, including shipping, sales tax, and discounts, as individual line items on the QuickBooks invoice.
You can configure which QuickBooks items are used for each charge type. Miva stores these mappings in a data table, allowing you to review or update the associations as needed.