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Inventory Terminology in Webgility

This article defines key inventory terms in Webgility to help users manage products between sales channels and QuickBooks. It explains matching, mapping, creating, and syncing/synced so users can correctly link, add, and synchronize their items. The goal is to ensure accurate inventory data and smooth integration across platforms.

When working with inventory items in Webgility Desktop, there are several terms that are used to describe actionable items and states of inventory.
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​Matching: Matching is when your item's unique identifier, usually the item SKU in the sales channel and the item name in QuickBooks, are identical.

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​Mapping: This is the action of linking items that do not match. When it is difficult to link items and make them match across channels, then mapping becomes required.


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​Creating: If a product from your sales channel doesn't exist in QuickBooks then you can use Webgility Desktop to create it. This is a powerful tool so be sure to keep the following in mind when creating.

  • Webgility Desktop will create the product with 0 quantity and then do an inventory adjustment to match what the sales channel inventory contains. This may make it difficult to track the origination of the product because there is no purchase order.

  • Most sales channels do not carry information on cost or manufacture, so while Webgility Desktop can create these items this information will have to be manually entered into QuickBooks later.

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Syncing / Synced: Both of these terms apply to price and/or quantity on products. Both only apply to products that are matching or mapped.

  • Syncing is the act of making two points of data match. For example, if an item is priced at $12.99 on your sales channel and $13.49 in QuickBooks, you would Sync the item price to match QuickBooks.

  • Synced is more of a state of a product. If a product is Synced that means that the data on both sides is exactly the same. An item with 12 quantity in your sales channel and 12 in QuickBooks would be considered Synced.