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Best Practices for Multi-Channel Product Sync (Amazon, Shopify) and Inventory Management in Webgility Desktop

This article helps Webgility Desktop users maintain consistent product data across QuickBooks Desktop, Amazon, and Shopify by guiding them through downloading the latest QuickBooks Desktop products, syncing inventory, pricing, and costs, bulk-creating missing Amazon listings, setting up automated updates, managing discontinued items, and verifying tax mappings.

Why This Matters

Keeping your product data aligned across QuickBooks, Amazon, and Shopify means accurate inventory counts, consistent pricing, and smooth order fulfillment. This guide walks you through simple, friendly steps in Webgility Desktop to make sure every channel stays up-to-date.

1. Grab the Latest Product Data from QuickBooks

  1. Open Webgility Desktop and go to Connections > Get latest data and settings.

  2. Choose QuickBooks as the source and hit Download.

  3. Scan the list for any SKUs that look missing or mismatched—this snapshot is your master list.

2. Sync Inventory, Prices & Costs

  1. Still under Products, click Sync and select Quantities, Prices, and Costs.

  2. Watch the progress; Webgility will push updates to both Amazon and Shopify.

  3. After it finishes, spot-check a few SKUs on each channel to confirm everything landed correctly.

3. Create Missing Products in Bulk on Amazon

  1. Back in Webgility Desktop, go to Missing in Amazon.

  2. Filter to show SKUs that exist in QuickBooks but not yet on Amazon.

  3. Select the missing items, map any needed fields (title, description, price), and click Create on Amazon.

  4. Give it a minute, then verify on Amazon that your new listings are live.

4. Automate Your Ongoing Updates

  1. In Settings > Automation Rules, set up a daily or hourly sync schedule.

  2. Choose which data you want auto-synced (inventory, pricing, new products).

  3. Save your routine—Webgility will take care of the rest so you don’t have to remember.

5. Handle Obsolete or Discontinued Items

  1. When an item is retired, mark it as Inactive in QuickBooks.

  2. In Webgility Desktop, find that SKU and choose Archive or Exclude from Sync.

  3. Run a quick sync to remove it from Amazon or Shopify listings.

Pro Tip: Always confirm there are no open orders for that item before you retire it.

6. Double-Check Your Tax Mapping

  1. Go to Connections > Accounting > Sync Settings > Sales tax in Webgility.

  2. Ensure each QuickBooks tax code matches the correct rate or region for Amazon and Shopify.

  3. Run a test order or refund to see that the right tax shows up on all channels.

Friendly Tips for Smooth Sailing

  • Start small: When trying a new mapping or bulk action, test with 10–20 SKUs first.

  • Keep backups: Export your product list monthly so you can spot any drift.

  • Stay up-to-date: Run Webgility Desktop’s Check for Updates regularly—new releases often speed up syncs and fix little bugs.

By following these steps, you’ll maintain a single source of truth for your products—and keep your QuickBooks, Amazon, and Shopify stores perfectly in harmony.