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

This article helps Webgility Online users enable and use the Payment Status Sync feature when integrating QuickBooks Online with their Shopify B2B store. It explains how to automatically sync invoice payment statuses from QuickBooks Online back to Shopify, ensuring both platforms display consistent and up-to-date payment information without manual updates.

 

Note 1: This option is available for invoice-type transactions, specifically for Shopify B2B orders.


Note 2: The order must be fully paid in QuickBooks Online for the payment status to update in Shopify.


Key Benefits

  • Maintain consistency in accounts receivable across Shopify and QuickBooks Online.

  • Avoid manual status updates for paid orders in Shopify.

  • Ensures that the order status in Shopify reflects real payment activity from QuickBooks Online.


Setting up the feature:

  • In Webgility Online, navigate to Sync Settings and then click on Orders.

  • Ensure the transaction settings are configured to create Invoices.

  • Now navigate to the Payment section and enable “Sync payment status to Shopify when invoice is paid in Quickbooks” by the Toggle button.

  • Once done then click on Save.

 


Receive payment in an Invoice in QuickBooks Online

  • If an existing invoice (posted through Webgility Online) receives payment and get marked as Paid in Full in QuickBooks Online, then its respective order also will gets marked as paid at Shopify channel.

 

  • Once the payment has been received in QuickBooks Online, navigate back to the Shopify channel and refresh the respective order. The order should now appear as Paid, and the payment amount received in QuickBooks Online should be reflected in the order history.