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Connecting a WooCommerce store

Iris imports every order from your WooCommerce store, ready to record in the QuickBooks Online company you link it to. There's no plugin to install: you give Iris a REST API key.

Before you start

  • Connect your QuickBooks company first. Each store records its sales in one QuickBooks company.
  • Your store must use https:// and run WooCommerce 6.0 or newer.
  • You need to be an Owner or Admin in Iris, and an administrator or shop manager in WordPress.

Create a REST API key in WooCommerce

  1. In WordPress, go to WooCommerce → Settings → Advanced → REST API.
  2. Choose Add key.
  3. Give it a description, such as "Iris".
  4. Choose a WordPress user who can manage WooCommerce.
  5. Set Permissions to Read/Write.
  6. Choose Generate API key, and keep the page open. WooCommerce only shows the secret once.

Iris needs Read/Write so it can set up notifications in your store. It doesn't change your orders, products or settings.

Connect the store in Iris

  1. Go to Stores and choose Connect a store.
  2. Enter your store's address, such as https://shop.example.com.
  3. Paste the consumer key (starts with ck_) and consumer secret (starts with cs_).
  4. Choose the QuickBooks company this store's sales go to.
  5. Check the document number prefix. Iris suggests one from your store's name. Order 1001 is recorded in QuickBooks as, for example, MPG-1001.
  6. Choose where the history starts: a date, or an order number. Nothing before it is imported.
  7. Choose Connect store.

Iris checks the address and keys, sets up its notifications, and starts importing.

How orders arrive

  • Straight away: WooCommerce tells Iris about new and changed orders within moments.
  • Every 15 minutes: Iris also asks the store for anything that changed, in case a notification was missed. If WooCommerce has switched Iris's notifications off (it does this after repeated delivery failures), Iris switches them back on.
  • History: past orders from your starting point are imported at a steady pace of about two requests a second, so your store stays fast for shoppers. The store's page shows progress. Owners and Admins can Pause and Resume it.

Iris imports every order from the starting point, whatever its status, and keeps up with changes: status changes, edits, refunds and deletions all appear in the order's history.

Order numbers

Iris uses the order number your store shows customers.

If you use WooCommerce Sequential Order Numbers Pro, Iris uses its numbers, including any prefix or suffix you've set up (for example WC-02041). The store's page shows which numbering Iris found. When you start the history from an order number, you can enter either the full number or just the sequence (2041).

In Iris, search for an order by the number as the store shows it, with or without the store's Iris prefix.

Settings

Owners and Admins can change these on the store's page:

Setting Notes
Name in Iris Only changes the name shown in Iris.
QuickBooks company Can be changed until the first order from this store is recorded in QuickBooks. After that it's locked.
Document number prefix 2 to 6 letters or digits. Give each store in a QuickBooks company its own prefix: if two stores share one and both have an order 1001, the second would look like a duplicate. Iris warns you when a prefix is shared.
Starting point Changing it imports history again from the new point. Orders already imported stay.

If the same store is connected elsewhere

If another Iris organization has already connected the same store, Iris warns you and asks you to confirm. Both organizations would import its orders, so they could be recorded in QuickBooks twice.

If the store stops accepting Iris's keys

When a key is deleted or changed in WooCommerce, the store is marked Needs new keys and orders stop arriving. An Owner or Admin creates a new Read/Write key and chooses Enter new keys on the store's page. Iris then catches up on anything that changed in the meantime.

Disconnecting

Owners and Admins can choose Disconnect on the store's page. Iris removes its notifications from the store and stops importing. Orders already imported are kept, and Reconnect picks up where it left off. You can then delete the REST key in WooCommerce.

Troubleshooting

Message What to do
The store address must start with https:// Iris only connects over an encrypted connection. Turn on HTTPS for your site first.
Iris couldn't reach a WordPress site at that address Check the address, and that the site isn't behind a password or maintenance page.
The store didn't accept these keys Copy the key and secret again, and check the key's user can manage WooCommerce. Some hosts block the sign-in header; Iris tries another way automatically.
These keys can read orders but not set up notifications Edit the key in WooCommerce and set Permissions to Read/Write.
Iris couldn't set up instant notifications Orders still arrive every 15 minutes. A security plugin or firewall may be blocking Iris; Iris keeps trying.