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Set Up Automation for Transactional Accounting in Webgility Online

This article helps Webgility Online users streamline their accounting by setting up automation to sync orders, inventory, prices, and refunds with QuickBooks Online.

 

Note: First, post a few orders manually to confirm that everything syncs correctly with QuickBooks. Once verified, you can proceed with automation.

Step 1: Sign In into your Webgility Online

Visit my.webgility.com and log in to your Webgility Online account.


Step 2: Open Automation Settings

In the bottom-left corner of the dashboard, open the Automation dropdown and select Scheduler Rules.

 

Step 3: Configure Scheduler Rules

Automation Frequency

Choose how often automation should run:

  • Every 15 minutes

  • Nightly (once per day)


Note: Available options may vary based on your plan and connected sales channel.

Enable Email Notifications

Turn this on to receive a summary email after each automation cycle.


Step 4: Set Up Order Posting

Consolidate Orders Posting: Combines multiple orders into one transaction per day. Ideal for high-volume stores or when customer-level tracking isn’t needed.


To consolidate:

  • Enable "Consolidate Orders"

  • Choose a start date for consolidation

  • Follow the steps in this helpful article on: Consolidated Sync Overview

Post Each Order Individually: Posts orders one by one. Disable consolidation for this.


Additionally, activate the “Enable Automation for posting option” within the Orders tab 


Select the order statuses (e.g., Paid, Shipped, Complete) that should be included in automation.


Note: the order statuses in the above screenshot are for Etsy, and they may vary depending on the sales channel.

Step 5: Set Up Product Sync

Webgility Online treats QuickBooks Online as your source of truth. You can sync:

  • Inventory Quantity

  • Sales Price

  • Cost Price (Shopify and BigCommerce only)

You’ll be prompted to confirm when enabling sync. You can then choose which fields to sync.
If inventory in QuickBooks reaches 0 or less, Webgility Online will update the sales channel to reflect that.

Step 6: Automate Refund Posting 

If your connection supports refunds:

  • Enable refund automation.


  • Choose between consolidated or individual refund transactions.

Final Step: Save Your Settings

Click Save. Automation will now run according to the frequency you’ve set.


 

Note: Nightly automation typically runs just after midnight.