Allow $0 Sponsorship Orders to Post to QuickBooks in Webgility Online
Problem Description "You send sponsorship or influencer orders through Shopify at $0 value and Webgility Online is refusing to post them to QuickBooks Online — the safety setting that stops unpaid drafts from posting is also blocking these deliberately-free orders. On top of that, historical refund orders from before your fiscal year-end keep failing during the automated posting runs, and both problems together are blocking regular paid orders from syncing behind them."
Root Cause
Webgility Online has a safety setting that prevents any order with a zero or missing total from posting to QuickBooks Online — the assumption is that a $0 order is an unpaid draft, not a deliberate freebie. Sponsorship and influencer orders (for example the ones your Influencer Hero app creates in Shopify) are the exception: they are intentionally $0 and should post so QuickBooks records the fulfillment. The same toggle screen is documented in reverse in How to Prevent $0 B2B Orders from Posting in Webgility Online — that article shows how to turn the block ON for B2B; you need to turn it OFF for sponsorship. Separately, the automated refund scheduler tries to post every refund it finds, including historical refunds from closed fiscal periods that QuickBooks Online then rejects, which piles errors onto the queue.
Solution Steps
Step 1: Turn off the zero-total-order block. In Webgility Online, open Sync Settings > Orders > Additional Settings and find the toggle labeled Do not post orders with zero total. Turn it off, then Save. This tells Webgility Online to post your $0 sponsorship and influencer orders instead of holding them in the Flags queue where they block paid orders behind them. The exact screen with this toggle is shown in How to Prevent $0 B2B Orders from Posting in Webgility Online.
Step 2: Post a test $0 sponsorship order manually. Pick one flagged sponsorship order in the Orders tab and post it to QuickBooks Online manually. Confirm the invoice appears in QuickBooks Online with the correct customer and line item at zero value. If it still fails, the item-mapping side of QuickBooks Online may be rejecting a zero-total line — some sales-receipt templates require a minimum amount at the item level.
Step 3: Route sponsorship orders to a dedicated payment method (workaround). If you would rather leave the safety toggle on for regular orders and only allow specific sponsorship orders through, use payment-method routing. In Shopify, tag Influencer Hero orders with a dedicated payment method (for example "Sponsorship"); in Webgility Online, set that payment method to always post regardless of amount. The walk-through is at Post Orders on the Basis of Payment Status in Webgility Online.
Step 4: Scope the refund scheduler to skip closed fiscal periods. Open Setup > Refunds and set the refund scheduler start date to the day after your books closed. If your fiscal year closed on June 30, set the start date to July 1 so historical refunds from before that date stop getting re-attempted every scheduled run. The full walk-through of the refund scheduler is at Setup Refunds in Webgility Online. For any pre-June refund orders that still need to be archived, use the Ignore action on each one so the scheduler stops trying.
Step 5: If Influencer Hero orders and paid Shopify orders must stay fully separated in QuickBooks (workaround). Connect the Influencer Hero-generated store as a separate Shopify sales channel in Webgility Online so its $0 orders route through their own sync settings independent of your main B2C Shopify store. The walk-through is at How to Connect Webgility Online with Shopify. Once connected, apply Step 1's toggle only on the Influencer Hero channel, leaving the main B2C channel's zero-total block on.
Important Note
"Turning off the zero-total-order block on your main sales channel means every order that arrives with a $0 total will post to QuickBooks Online, not just deliberate sponsorship or influencer orders. If your Shopify store occasionally has unpaid draft orders with zero totals that you do NOT want in QuickBooks, either use Step 3 (payment-method routing) or Step 5 (separate channel) instead of Step 1 alone. As a last-resort per-order workaround, some teams add a $0.01 placeholder line item to Influencer Hero sponsorship orders in Shopify so the order total is non-zero and posts through the standard rule."
Further Assistance
If $0 orders continue to fail to post after the Additional Settings toggle is off, or if historical refund attempts continue after the refund scheduler date range is scoped forward, contact Webgility Support with your Webgility subscription ID, one affected sponsorship order number, one affected historical refund order number, and a screenshot of the Sync Settings > Orders > Additional Settings screen so Support can confirm the toggle state.