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Sync Payment Status for orders from QuickBooks to Shopify using Webgility Desktop

This article explains how Webgility Desktop users can sync the payment status of orders from QuickBooks Desktop back to their Shopify store using Webgility Desktop. When an invoice originally posted through Webgility Desktop is marked as "Paid" in QuickBooks Desktop, this feature ensures the corresponding order in Shopify is automatically updated to reflect the new payment status. By maintaining consistent order statuses between accounting software and the sales channel, users can reduce manual updates, improve accuracy, and keep both their storefront and financial records aligned. This functionality is available to Webgility Desktop users connected to QuickBooks who wish to reflect invoice payment activity back in Shopify.

 

Note: The order must be fully paid in QuickBooks for the payment status to update in Shopify.

 

Key Benefits

  • Maintain consistency in accounts receivable across Shopify and QuickBooks.

  • Avoid manual status updates for paid orders in Shopify.

  • Ensure order status in Shopify reflects real payment activity from QuickBooks.

 

Verify Payment sync

  • If an existing invoice (posted through Webgility) gets marked paid in QuickBooks, then in Webgility Desktop navigate to the Posted Orders tab and at the bottom click on the button for “Sync Payment Status to Shopify”. This will open a dialogue box asking “Do you want to sync payment status of all paid invoices on QuickBooks to Sales Channel” so click on Yes and the payment status will be synced to the respective order on Shopify.

  • If any order is already marked as paid at Shopify then while syncing the payment status, Webgility Desktop will return a warning message “Order Payment status is already PAID”