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Set Up Item Matching for Transactional Postings in Webgility Online
Set Up Item Matching for Transactional Postings in Webgility Online

Learn how to set up item matching in Webgility, which will be used for posting transactions to your accounting solution.

Webgility Help Center avatar
Written by Webgility Help Center
Updated over a week ago


1. To begin, go to Settings.

2. Once there, click Products. These item-matching settings allow you to create settings pertaining to how Webgility sees inventory items from the sales channel and pairs them up with their counterparts in the accounting software.


These settings may be different for different accounting solutions and different e-commerce platforms. This example is using QuickBooks Online.

3. Below are various settings. If you find that you do not have the information for these settings in your accounting solution, you will want to define those required items/accounts in your accounting software, then go back to Webgility and click Refresh to import the new data.

How to Sync Transactions from All Channels

If you have multiple sales channels and you want to keep the same settings for all of them, you can choose to select the same settings by clicking Yes. If not, select No to select unique settings for individual sales channels. Remember to click Save at the bottom of the screen for every sales channel you are setting up.

How to Identify Your Products

Use this area to determine the criteria that Webgility will use to recognize your products between your sales channel and accounting solution. For example, if you are matching the SKU Test Product from the online store with the Item Number in QuickBooks Online, then the Item Number must be exactly the same including spelling and punctuation.

What to do if a Product is Not Found

You will need to decide how to treat an inventory item in the store that cannot be matched to an item in your accounting solution. In Webgility, you have four options to choose from.

  • Create New

    • Select this option to automatically Create a New Product, by using the name and details that have been brought from your online store while syncing an order. Remember to select the correct Sales Income, Inventory Asset, and Expense Accounts.

      If you are using QuickBooks Online, you must ensure that inventory options are enabled. To do this in Quickbooks online, go to Account Settings > Sales > Products and Services. Make sure all the quantity tracking options are turned on.

      Note: The only edition of QuickBooks Online that has inventory tracking is Plus. If you’re using Essentials or Simple Start, please upgrade your QuickBooks Online.

  • Use a Standard Product

    • Use a standard product from the existing list of Products from your accounting system. This standard product is used as the item ordered in the sales receipt every time you sync an order, and the product in the order is not found in your accounting system.

  • Flag Orders as an Error

    • When you select this option, orders that have items that cannot be found upon order sync will display as an error.

  • Map Item

    • When you select this option, during order sync if an item or items cannot be found, a prompt will appear asking you to map the item in the order to a pre-existing one. This option is most useful when you have most of your inventory already in your accounting system, but it differs in name or punctuation in the online store.

If you already have an Item in QuickBooks and it is set to inactive, you can choose to reactivate the same item and post the order using Webgility rather than creating or mapping the item in the order.

You can select to auto-populate the sales description field with available data and information.

If you're using QuickBooks Desktop and have advanced inventory control turned on, you have the option to select and configure inventory sites for separate sales or price/Qty sync. Additionally, Amazon Sales Channels offer configuration options for FBA & FBM sales and syncing.

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