Best Practices for QuickBooks POS Users

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

If you are using QuickBooks Point of Sale (POS), you know that the POS system houses the entire database of items in your brick-and-mortar store. When you add e-commerce to this flow, there are several infrastructure aspects that you need to consider.

Where do you want Webgility installed?

Some clients install Webgility on their POS machine and others have a separate computer where they install Webgility. We recommend installing Webgility on a computer separate from the one that is running POS. This allows the merchant to be free to attend to walk-in customers on the POS machine and fulfill online orders without interrupting either process.

Note: This computer should also have a QB POS client to initialize the connection in addition to the company file.

Networked Environment

Since it is best to install Webgility on a separate computer, that computer must be connected to the same network that the POS machine is. Webgility must connect to the POS server to get product information and create Sales Receipts within the POS database.

Additional POS user

If Webgility connects to QB POS as another user it will always need to maintain that connection. The dedicated Webgility user will need to be the SysAdmin user that Webgility creates and modifies information within POS.

Note: An additional login user of POS will need to be purchased from Intuit directly.

Using QuickBooks Financials (Pro/Premier/Enterprise) with QuickBooks POS

Some businesses use QuickBooks Pro, Premier, or Enterprise in addition to QuickBooks POS for greater reporting and to utilize features that QuickBooks POS does not have. If this is the case, Webgility will still need to connect to QuickBooks POS because this is where the inventory is stored. Webgility will only interact directly with QuickBooks POS.

Payment Methods

When creating transaction classes in QB POS, a payment method is required. Webgility is able to assign a default payment method to all transactions posted. It is recommended that you select an option that is not normally accepted in the brick and mortar store. This allows the reports that run when the brick and mortar store closes for the day to not merge with online transactions.


If you are using a multi-store version of QB POS, Webgility should be installed at the headquarters location. When connected, Webgility is able to select which inventory locations among the other stores it is allowed to see. Keep in mind that if something sells from a store that is not the headquarters location, the other location will not be updated until the remote Point of Sale syncs with the headquarter store Point of Sale.

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