Before you begin, you will want to make sure your orders are posting to your accounting solution correctly. You can do this by posting a few orders manually. Once you are happy with the results, turn on the automation. Simply follow the steps below to begin, or watch this step-by-step video.

1. Begin by going to the gear icon in the navigation bar on the lower left side of the screen. Hover over it and click Automation.

2. You will then be in the Scheduler Rules configuration screen which governs how the automation runs. Automation is available to sync nightly. Here you can also enable automatic email updates that will be sent to you after every nightly sync.

Order Syncing

3. To sync your orders to your accounting solution, you need to enable Sync orders automatically. Once this is enabled, the rest of the displayed options will appear.

  • Consolidate Transactions: This option will post one single transaction to your accounting solution for all orders within the range selected. Leaving this unchecked will post individual orders instead of combining them. This is recommended for sellers who have more than 50 orders a day.

  • Consolidate One Transaction forOorders: This drop down allows you to select the range for orders to be combined within a consolidated transaction.

  • Consolidate Start Date: Select the date you wish to start the consolidation to begin from. It is recommended that you ignore orders prior to that date if there are any unposted.

  • Sync Orders Based on Order Status: This drop-down will show all the available order statuses for your online channel. The selections will vary depending on the shopping cart or marketplace. We recommend that you select orders which have been paid, shipped, or marked as complete.

4. These are the order status options available for Shopify.

Product Syncing

Webgility Online has the ability to sync all matched or mapped product quantities and/or prices from QuickBooks to the online store or stores.

5. A pop-up asking you to confirm will appear when you click to enable the item syncing. Click Yes to continue. Once you do, you will have to select what you are syncing - price, quantity, or both.

6. The next section addresses items in QuickBooks that have a zero or negative quantity. Enabling these options will set an item’s quantity in your online store to 0 when the quantity in QuickBooks is 0 or lower.


This option is available for connections that support refunds. When enabled, refunds will automatically post to QuickBooks along with your new orders. You will also have the option to consolidate refunds or individual transactions.

7. The last step is to Save your settings. Once saved, the automation will run nightly shortly after midnight.

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