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QuickBooks Sync Error: How to Resolve errors while posting orders to QuickBooks

This article provides guidance for resolving QuickBooks sync errors in Webgility Online when orders fail to post. It explains how to verify if orders appear under New Orders or Errors, refresh order downloads, reauthorize sales channel connections, check QuickBooks Online connectivity, and refresh accounting data for orders, products, and customers. Following these steps helps users identify and fix sync issues, ensuring smooth posting of orders to QuickBooks Online.

Issue:

Orders are not posting to QuickBooks and are generating errors.

 

Steps to resolve:

A) Check if the orders show up in the Webgility Online Application

  • To check the orders, we need to click on Sales> Orders, and under the ‘New Orders’ tab the new orders should show up.

 

 

  • It might be possible that the orders went into the errors tab and were unable to sync to QuickBooks. In that case, please open the order from the ‘Errors’ tab and check the ‘History’ tab for the error details.

 

B) What if the order is not available in the Webgility Online application?

1. If the order is not found in the Webgility Online application, please try to click on the ‘Refresh’ button as shown below and wait for a few minutes.

 

2. If the sales channel connection is intact and the correct ‘Order Status’ is selected in the Webgility Online settings to pull the orders from the sales channel, the orders will download.

C) Check the Online Sales Channel Connection and order download settings

To check the online sales channel connection, please click on the Connections (bottom left).

 

Note: This step only needs to be done if the ‘Sales Channel Credentials’ are changed on the sales channel and Webgility Online has lost its connection.

1. Click on “Reauthorize” to reconnect the sales channel.

 

2. To check the Order Download Settings, please click on Preferences> Order Settings> Status

 

 

3. Under the option ‘Status’ you can select the order status that needs to be downloaded from the sales channel.

D) Check the QuickBooks Connection

Follow the steps in this helpful article on: Troubleshooting Guide for QuickBooks Online and QuickBooks Desktop Connection Issue with Webgility Online

E) Download / Refresh Data (Orders, Products, Customers)

The next step after checking the QuickBooks connection is to download/refresh the data from scratch from QuickBooks into the Webgility Online application.

1. If the ‘Accounting Method’ is set as ‘Transactional’ please click on ‘Refresh’ and check if all the selections are correct:

 

2. Now, Navigate to the Sync Settings (in the bottom left corner) tab to refresh data for Orders, Products and Customers

 

3. Under the ‘Orders’ tab, click on ‘Refresh Settings’ and ‘Save’

 

4. Under the ‘Products’ tab, click on the drop-down and select ‘Refresh Latest Accounting Data’ and click on the ‘Refresh Icon’ next to it. Once done, please click on ‘Save

 

5. Similarly, under the ‘Customers’ tab, need to perform the same steps.

 

6. Check and save the Discounts, Sales Tax, and Refunds settings.

Note: If you have QuickBooks Desktop connected with Webgility Online, after refreshing and saving the settings, an additional step would be to right-click on the Webgility Online Desktop Extension icon click on the 'Manual Sync now’ option, and wait for a few minutes.

Additionally, once the new orders are downloaded in the “New Orders” Tab, you can directly post them to Quickbooks via our new AI assistant.