When working with inventory items in Webgility, there are several terms that are used to describe actionable items and states of inventory.

Matching: Matching is when your item's unique identifier, usually the item SKU in the store and the item name in QuickBooks, are identical.

For example, if a store item has the SKU "SZ32_BLK_DNM1" and the QuickBooks full item name is also "SZ32_BLK_DNM1" then they match. In this case, Webgility will know what the product is when it appears in a sale and when it syncs the inventory counts.

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.

For example, the store has SKU "SZ32_BLK_DNM1" but in QuickBooks it is listed as "SZ32.BLK.DNM1" then the two do not match and will either have to be changed. If that is not possible they will need to be mapped together.

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

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

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


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 store 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 store and 12 in QuickBooks would be considered Synced.

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