Configure Customer Settings in Webgility Desktop

This article guides Webgility Desktop users on configuring customer-related settings in Webgility Desktop to ensure accurate synchronization with QuickBooks Desktop. It outlines how customer matching criteria work, what actions Webgility Desktop should take when no matching customer is found, and how to handle updates for returning customers with modified information. Additionally, it covers options for syncing customer data back to the sales channel and enabling multi-currency support. The instructions aim to help users streamline customer management, reduce duplicates, and maintain consistency between their sales channels and QuickBooks Desktop accounts.

Note: Options may vary slightly depending on your sales channel (e.g., Shopify, Amazon) and the version of QuickBooks you are using (Online vs Desktop).

Access Customer Settings

Go to Connection > Accounting/POS/ERP > Sync Settings > Customers

1. Customer Matching Criteria for Orders

This section defines how Webgility Desktop identifies and matches customers from your online sales channel with existing customers in QuickBooks.

Primary Matching Criteria: This is the first rule Webgility Desktop applies when attempting to match an online order to a QuickBooks customer (e.g., Email → Email).
Secondary Matching Criteria: If no match is found using the primary rule, Webgility Desktop applies this secondary criterion (e.g., Name → Customer Name).

Using two-tiered matching helps prevent duplicate customers and ensures correct order association.

2. Action to Take if No Matching Customer Is Found (New Customer Handling)

When Webgility Desktop cannot find a matching customer based on your configured criteria, you can define the default behavior.

A) Use a Default QuickBooks Customer for All Orders

Select a default customer from your QuickBooks customer list or create a new one using the “+” button.
Create a Customer Job: Allows orders to be categorized under a customer job within the default customer.
Override Matching: Always use the selected default customer, regardless of the matching criteria.
Use Default Customer’s Address: Posts the transaction using the billing and shipping address of the default customer. Leave this unchecked if you want the order’s original customer address to be used instead.

B) Automatically Create a New Customer in QuickBooks

When no match is found, Webgility Desktop can generate a new customer in QuickBooks.
Click Setup to define how new customers should be created (e.g., naming format, tax status, terms, etc.).

3. Handling Repeat Customers with Updated Information

When Webgility Desktop encounters an order from an existing customer but with updated contact or payment details, you can control how changes are handled in QuickBooks.

Options include:

Update billing address in QuickBooks if it has changed.
Update credit card information (if accessible).
Retain existing billing address in QuickBooks.
Allow Webgility Desktop to overwrite the customer’s information in QuickBooks based on new order data.

Select the options that align with your data governance and customer management strategy.

4). Customer Sync Settings

If you use Webgility Desktop to create a new customer in the online sales channel, enabling this option sends a notification to that customer from the online sales channel. Generally, it is kept unselected unless you are using Webgility Desktop to set up B2B customers in the online sales channel.

5. Multi-Currency Settings

Enable this setting only if:

Your online store supports and accepts orders in multiple currencies.
Your QuickBooks company file is configured to track and record transactions in multiple currencies.

This feature ensures that international transactions are posted with their original currency values, maintaining financial accuracy across global orders.

Follow the steps in this helpful article on: Multiple Currency Settings under Customer Setup in Webgility Desktop