Been searching for something like this for months. Our Shopify store processes 500+ orders monthly and this handles everything perfectly. Date formats, tax columns, refunds - all correct.
Connect Shopify Refunds to QuickBooks — Revenue Accuracy
or drop .csv, .xls, .xlsx files here
or
Invoice import blocked if Sales Tax enabled in QBO
Connect Complete
QuickBooks Journal Entry CSV Format
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The download includes your original file with an added "Validation Error" column showing error messages for each row. Valid rows have an empty error column.
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What Our Users Say
works good, wish it had batch mode
I was spending 4-5 hours every month reformatting exports manually. This tool paid for itself in the first use. The preview feature helped me verify the mapping before paying.
exactly what i needed thx!!
Super straightforward. Upload, convert, download. No account needed which is nice. Would give 5 stars if they add Xero support.
saved me hours of work
My accountant was so happy when I sent her the converted file. No more back-and-forth about date formats or missing columns. Everything imported correctly on first try.
fast and easy 10/10 would recommend
Been using this for 6 months for monthly reconciliations. Handles all the edge cases - partial refunds, multi-line orders, currency conversions. Very reliable tool.
Good tool, does what it says. Interface could be bit better but conversion quality is excellent. Using it for my 3 Shopify stores.
Switched from A2X to this. Way simpler for my needs - I don't need real-time sync, just clean data once a month. This delivers exactly that.
finally!! something that works with QB desktop!!
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Ready to connect your own data?
Connect Shopify refunds to QuickBooks as Journal Entries.
No API required
Browser-based processing
Run on Google Cloud Platform
How It Works
1
Export
Export refunds from Shopify Orders → Filter by Financial Status = 'Refunded' → Export CSV
2
Upload and Configure
Upload your refund CSV file and configure account mappings (Income Account to debit, Bank Account to credit)
3
Preview and Export
Review converted Journal Entry preview, then download the CSV file
4
Import to Target
Import to QuickBooks Online via Settings → Import Data → Journal Entries
Your Data is Safe
Bank-Level Security
256-bit SSL encryption. Same standards as major financial institutions.
No Data Storage
Files are processed directly in browser. No calls to our servers.
GDPR Compliant
Full EU data protection compliance. Your privacy rights protected.
Field Mapping
How Shopify Refunds fields map to Quickbooks Online Journal Entry
| Shopify Refunds | Source Value | Quickbooks Online Journal Entry | Target Value | Note | |
|---|---|---|---|---|---|
Created at |
2025-01-20T10:30:00-05:00 |
→ | JournalDate |
01/20/2025
|
Refund date to MM/DD/YYYY |
Name |
#1001 |
→ | JournalNo |
#1001
|
Groups entries by order/batch |
Refunded Amount |
149.99 |
→ | Debits |
149.99
|
Amount debited from income |
Refunded Amount |
149.99 |
→ | Credits |
149.99
|
Amount credited to bank |
Reason |
Customer request |
→ | Description |
Customer request
|
Refund reason in line description |
Data Transformation
Each refund becomes a balanced journal entry with 2 lines
Input
Shopify Refund
One row per refund (or order with Financial Status = refunded)
Key columns:
Name,
Refunded Amount,
Created at
1:N — One input row creates multiple output rows
Output
Journal Entry Lines
2 rows per
input
Double-entry accounting with balanced debits and credits
DR
Income Reduction
DEBIT income account to reduce revenue
CR
Cash Out
CREDIT bank account for cash leaving
Debits must equal Credits (balanced double-entry)
Why Refunds Break Your Books
The Refund Accounting Problem
When a customer returns an order, you need to reduce your recorded revenue. QuickBooks doesn't support native CSV import for Credit Memos or Refund Receipts.
Without proper conversion, refunds either don't import or require manual entry. Your P&L shows wrong revenue until corrected.
What This Tool Does
We convert Shopify refunds to QuickBooks Journal Entries:
- DEBIT Income Account (reduces revenue)
- CREDIT Bank Account (cash out)
- Original order reference preserved in memo
- Balanced double-entry accounting
Your books accurately reflect returns, and your revenue matches actual sales minus refunds.
Common Journal Entry Import Errors
Issues you might encounter when importing Refunds (via Orders Export) data to Journal Entry - and how we solve them
Invalid Date Format
QuickBooks rejects dates not in MM/DD/YYYY format
2025-01-15T10:30:00-05:00
01/15/2025
Dates are automatically converted from ISO 8601 to MM/DD/YYYY
Re-upload your file - dates are converted automatically
Account Not Found in QuickBooks
Income or bank account must exist in QBO before importing journal entries
Shopify Sales Income (not in Chart of Accounts)
Import error: Account not found
Create required accounts in QBO first or update processor settings
Go to Chart of Accounts in QBO and create the specified accounts
Unbalanced Journal Entry
Journal entries must have equal debits and credits
Debit: $100.00, Credit: $99.50 (rounding error)
Debit: $100.00, Credit: $100.00
Our converter ensures perfectly balanced entries for each refund
If error occurs, check for data corruption in source file
Negative Refund Amount
Some Shopify exports show refunds as negative values
-$50.00
$50.00 (as debit to income)
Negative values are converted to absolute values automatically
No action needed - handled automatically
No Refunded Orders Found
File contains no orders with Financial Status = refunded/partially_refunded
Orders export with no refunds
Empty result
Ensure you're using a refunds export or filter for refunded orders
Export refunds specifically or use Orders with refund filter
Why Use This Tool?
Balanced Journal Entries
Double-entry accounting: DEBIT income (reduce revenue), CREDIT bank (cash out). Always balanced.
Partial Refund Support
Only the refunded portion is recorded. Original sale minus refund = accurate remaining revenue.
Order Linking
Original order number preserved in memo field. Full audit trail intact.
Batch Aggregation
Optionally aggregate refunds by date for high-volume stores. One entry per day.
Tax Refund Handling
Properly tracks tax amounts refunded. Maintains accurate tax liability reporting.
Browser-Based Privacy
Files process entirely in your browser. Your data stays on your computer.
Frequently Asked Questions
QuickBooks Online does NOT support native CSV import for Credit Memos or Refund Receipts. Journal Entries are fully supported and provide proper double-entry accounting for refunds.
Each refund creates a Journal Entry for the exact refunded amount. A $50 refund on a $100 order creates entries that reduce revenue by $50. The remaining $50 sale stays intact.
No. Journal Entries are standalone transactions. They reference the original order in the memo field but don't require the original transaction to exist in QuickBooks.
The Journal Entry debits your income account (reduces revenue) and credits your bank account (cash leaving). Your P&L shows net revenue (sales minus refunds).
When you refund a customer, Shopify does NOT refund the processing fee you paid. Your loss is the refund amount PLUS the original fee. This Journal Entry records the refund to the customer. The fee loss is handled in the Payouts converter.
Yes. Export all refunds from your date range. Each becomes a separate Journal Entry, or enable 'Aggregate by Date' to combine into daily summaries.
Journal Entries maintain an audit trail. You can see what was sold, what was refunded, and when. Deleting sales destroys history and can cause tax compliance issues.
Shopify → Quickbooks Online Data Ecosystem
All available data flows from Shopify to Quickbooks Online
Shopify
Customers Export
Customer profiles with contact info, addresses, and marketing preferences
→
Quickbooks Online
Customer Import
Customer profiles with contact and billing information
First Name → First Name
Last Name → Last Name
Email → Email
Shopify
Orders Export
Customer orders with line items, shipping, taxes, discounts, addresses
→
Quickbooks Online
Invoice
Accrual-basis B2B sales (payment pending)
Name → InvoiceNo
Created at → InvoiceDate
Created at → DueDate
Shopify
Orders Export
Customer orders with line items, shipping, taxes, discounts, addresses
→
Quickbooks Online
Sales Receipt
Cash-basis B2C sales (payment received at checkout)
Name → RefNumber
Created at → TxnDate
Billing Name → Customer
Shopify
Payouts/Transactions
Shopify Payments transactions, fees, and bank deposits
→
Quickbooks Online
Journal Entry
Double-entry accounting with debits/credits
Date → JournalDate
Amount → Credits
Fees → Debits
Shopify
Products Export
Product catalog with variants, pricing, inventory, and images
→
Quickbooks Online
Products and Services Import
Product and service items for invoicing and sales
Title → Name
Variant SKU → SKU
Variant Price → Sales Price/Rate
Shopify
Refunds (via Orders Export)
Refunded orders filtered from Orders export. Filter by Financial Status = refunded.
→
Quickbooks Online
Journal Entry
Double-entry accounting with debits/credits
Created at → JournalDate
Name → JournalNo
Refunded Amount → Debits
Shopify
Tax Summary Report
Sales tax collected by jurisdiction for liability posting
→
Quickbooks Online
Journal Entry
Double-entry accounting with debits/credits
Period End → JournalDate
Tax Jurisdiction → Account Name
Tax Collected → Credits