Welcome to Webgility ReCap, a video series with one goal - to teach you and your team how to set up and configure Webgility Desktop to meet the needs of your business. This part of the series will guide you through every step of setup and configuration, from installation through store connection, and order download.

It’s no secret that both ecommerce and accounting automation can be a complicated and confusing process. We want to make sure that this is no longer the case. Each video in this series will provide you with a detailed framework and instructions to implement and execute Webgility so you can get back to what matters most – winning in business. Let’s get started!


How to Download and Install Webgility Desktop

Once you’ve purchased Webgility you will receive an email with your login credentials. These credentials will provide you with access to your online account in the customer portal. To download the application, login here. Once you are logged in, you will see a button for Downloads in the menu on the left. Watch the video below to learn how to download and install the app.

Want to read through each step? Visit our full installation guide here.

How to Install the SQL Database

Once you’ve installed the Webgility Desktop software on your computer or server, you will be prompted to login to the application using the same credentials. If this is your first time installing Webgility Desktop, you will be prompted to connect or create an SQL Database. Why? Webgility Desktop uses SQL for its database framework, and it will be where all of your data is hosted. Once you’ve completed the setup of SQL, you will be asked to connect your first sales channel. Watch the video below to initiate the SQL connection.

How to Login and Connect your First Store

Once you’ve completed the initial setup of SQL, you will be prompted to connect your first sales channel. The process of connecting a store is very similar across all of our available integrations, but there are some differences across each.

The below videos guide you through the basic installation and connection of stores that do not require a store module.

How to Connect QuickBooks Desktop or QuickBooks POS

Now that you have established your first store connection, you will be able to connect your accounting software to Webgility Desktop. To do this, you will need to make sure you are logged in to your accounting software as an administrator, and if applicable, that it is set to Single User Mode as the connection requires full access both on the application level, and computer level. Watch the video below to connect to QuickBooks.

QuickBooks Desktop

QuickBooks Point of Sale

How to Configure Order Posting Settings

Now that you have connected both your first store and your accounting software, it’s time to configure your settings custom to your business. The videos below guide you through the basic setup of various configuration settings for transactions, products, customers, and sales tax, and share the best practices to implement.

  • Configuring Transactions for QuickBooks POS

  • Configuring Products for QuickBooks POS

  • Configuring Customers for QuickBooks POS

  • Configuring Sales Tax for QuickBooks POS

How to Download and Post Orders

The first step in becoming comfortable with Webgility Desktop is to download and post orders to your accounting solution. Once you understand this function, you can automate this process. Downloading orders is simple, by clicking the Get New Orders button on the homepage you are able to download any new orders since the preselected download date.

The below video will guide you through the entire process of downloading and posting orders, and provide you with additional insight into the full process.

Want to read through each step? View our help docs on downloading orders and posting orders.

How to Transfer Product Listings

Webgility has the ability to take products from your accounting solution, and transfer them as an item listing to your online store - and vice versa. The transfer process is simple and in certain cases can save you hours of time as it eliminates the need to create two separate products in both your accounting system and online store. Watch the video below to learn how to transfer your product listings.

How to Sync Products and Inventory

The next step in becoming comfortable with Webgility Desktop is learning how to sync inventory from QuickBooks to your Online Store. Once you understand this function, you can automate this process. By clicking Get Products in your Product Catalog you’ll refresh the system and pull the most up to date information from both your store and accounting software. Watch the video below to sync your products and inventory.

Want to read through each step? View our help doc on syncing products here.

Item Mapping vs. Matching

SKU matching and mapping can be difficult, but this will help you understand the difference between them as it pertains to your store. Matching means that the SKU or criteria you use on your store, matches the item# or criteria that you use in QuickBooks. This allows Webgility to download and post orders without issue, and in turn appropriately adjust inventory whenever something is sold or added to stock. Mapping is another way of connecting your items without having them share the same criteria. This method is accomplished manually.

Watch the video below to understand item mapping vs. matching, and how to execute each.

Want to read through each step? View our help doc on mapping products or inventory here.

How to Automate with Webgility Scheduler

Webgility provides you with the ability to take any process you’ve learned to conduct in the app manually, and automate it. This tool is called the Webgility Scheduler. It is an extension that runs alongside the main application in your computer’s system tray, and acts as your personal assistant. The scheduler can download and post orders, update configuration settings, and keep your inventory synced - all on the schedule you establish.

The goal? To save you time and eliminate the need to navigate between your store and QuickBooks so you can focus on more important things. Watch the video below to get started with Webgility Scheduler.

Want to read an overview? View our help doc on the Webgility Scheduler here.

What’s Next?

You have now configured some of the most important settings available to you to learn and understand as you get started in Webgility. Accounting is not a one-size-fits all process. Every business operates differently with unique workflows and custom approaches to every problem, and you have begun your journey to automate your commerce so you can grow faster. Kudos to you!

Since this guide and portion of our ReCap series doesn’t cover all of the configurations and settings available to you in Webgility, below we have pulled together the videos and resources that will help you most next, as you continue to customize and scale.

Have questions about your subscription, workflow, or anything commerce or Webgility related? We’re here to help. Contact us directly via the chatbot.

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