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Map Payment Method with QuickBooks

This article helps Webgility Desktop users map payment methods in Webgility Desktop to ensure that payments from their sales channel are recorded accurately in QuickBooks Desktop. Because payment method names may differ between platforms, mapping them correctly helps align records across systems, simplifying reconciliation, minimizing errors, and improving financial accuracy.

Overview:

Payment method mapping in Webgility is essential for accurately tracking online order payments in QuickBooks. Since the nomenclature may differ between systems, mapping aligns payment methods, allowing you to group online store payments with specific QuickBooks methods. This streamlines accounting, enhances reconciliation, reduces discrepancies, and improves overall financial management. Follow these steps to map the payment method with QuickBooks.

Step 1: Access Payment Method Mapping Settings

  1. Go to Connections then Accounting/POS/ERP click on Sync Settings and go to Orders. 

  2. Under the Orders section, click Setup under Configure Mappings, next to Map Payment Methods.

Sync

Step 2: Configure Payment Method Mapping

On the mapping screen, you can:

  • Add a New Payment Method – Enter a method as used in your online store.

  • Set a Default Payment Method – This will be used if no other method is matched.

  • Map Online Store Methods to QuickBooks – Select the appropriate QuickBooks payment method from the dropdown for each store method.

  • Click Save and Close or Save and Continue when done.

Map Payments

Step 3: Enable Card Type Mapping (Optional)

Webgility also supports mapping specific card types (Visa, Mastercard, etc.) to payment gateways like Shopify, PayPal, or Stripe. This is useful for merchants needing granular accounting or posting rules.

To enable this feature:

  1. Go to Connections, then Sales Channels and Advanced Settings.

  2. In Advanced Settings Under the Additional Settings tab, check the box for “Use card type with Payment method mapping.”

  3. Click Save and close the window.

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Step 4: Add Card Type + Gateway Combinations

  1. Go to Connections then Accounting/POS/ERP click on Sync Settings and go to Orders. 

  2. Under Orders, click Set Up beside Configure Mappings.

  3. In the “Add New Payment Method” field, enter the gateway and card type using the format:

    • Shopify:Visa

    • PayPal:Mastercard

    • Stripe:AmericanExpress

  4. Click Add New Method and then Save.

Map Payments

Step 5: Apply Posting Rules Based on Payment Method

Once methods are mapped, you can apply specific posting behavior per method.

To set up posting rules:

  1. Go to Connections then Accounting/POS/ERP click on Sync Settings and go to Orders. 

  2. In the Orders section, click Posting Rules.

  3. Enable the setting: Post orders differently based on payment method.

  4. For each mapped method, configure the following:

    • Transaction Type (e.g., Sales Receipt, Invoice)

    • Posting Rules (via the Set-Up button)

    • Click Save and Continue when finished.

Post Payment Method