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Best Practices for QuickBooks POS Users

This article helps Webgility Desktop users in following best practices for integrating Webgility Desktop with QuickBooks Point of Sale (POS), especially when combining brick-and-mortar operations with e-commerce. It provides guidance on optimal installation of Webgility Desktop, network configuration, and the use of dedicated POS users to maintain a stable connection. The article also explains considerations for using QuickBooks Financials alongside POS, selecting appropriate default payment methods, and managing inventory across multi-store environments. Implementing these best practices ensures smooth order processing, accurate inventory management, and minimal disruption to both in-store and online sales operations.

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 Desktop installed?

Some clients install Webgility Desktop on their POS machine and others have a separate computer where they install Webgility Desktop. We recommend installing Webgility Desktop 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.
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Note 1: 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 Desktop on a separate computer, that computer must be connected to the same network that the POS machine is. Webgility Desktop must connect to the POS server to get product information and create Sales Receipts within the POS database.​


Additional POS user

If Webgility Desktop connects to QB POS as another user it will always need to maintain that connection. The dedicated Webgility Desktop user will need to be the SysAdmin user that Webgility Desktop creates and modifies information within POS.
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Note 2: 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 Desktop will still need to connect to QuickBooks POS because this is where the inventory is stored. Webgility Desktop will only interact directly with QuickBooks POS.
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Payment Methods

When creating transaction classes in QB POS, a payment method is required. Webgility Desktop 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.
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Multi-Store

If you are using a multi-store version of QB POS, Webgility Desktop should be installed at the headquarters location. When connected, Webgility Desktop 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.