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Set Up Automation for Transactional Accounting in Webgility Online
Set Up Automation for Transactional Accounting in Webgility Online

Set Up Automation for Transactional Accounting in Webgility Online

David Pond avatar
Written by David Pond
Updated over a week ago

Set Up Automation for Transactional Accounting in Webgility Online

In this comprehensive guide, we will delve into the process of configuring automation in Webgility Online. This powerful tool is designed to streamline your e-commerce operations by automating crucial tasks such as order posting and inventory synchronization.

Below we will walk you through each step of the configuration process, providing clear instructions and helpful tips along the way. By the end of this article, you will have a thorough understanding of how to set up automation in Webgility Online, empowering you to focus on more strategic aspects of your business.

Before you begin,

You must ensure that orders are accurately posted to your accounting solution. You can achieve this by manually posting a few orders. After confirming satisfactory results, proceed to activate automation. Just follow the steps below to get started:


1. Login to Webgility Online.

2. Click on Settings> Automation

3. In the Scheduler Rules configuration screen, you can set how the automation runs as shown below:

Automation Frequency:

You can adjust the automation frequency to nightly or every 15 minutes

Note: The frequencies shown above may vary as per store and plan.

Order Syncing:

To sync your orders to your accounting solution, you need to enable the option 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. If you have a very high volume of orders or if you prefer not to track individual customers, it is recommended that you consolidate the transactions.

  • Consolidate One Transaction for Orders of Every: 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.

Note: the statuses in the above screenshot are for Shopify, and they may vary depending on the store.

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.

  • 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.

  • 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.

Save Settings:

The last step is to Save your settings. Once saved, the automation will run as per the frequency that you have chosen.

Note: If the frequency is nightly then the automation will run shortly after midnight.

By harnessing the capabilities of Webgility Online, you can eliminate the need for manual intervention in these repetitive and time-consuming tasks. This not only saves valuable time but also reduces the risk of human error, ensuring that your e-commerce operations run smoothly and efficiently.

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