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How to Configure Webgility Desktop to Post Paid Invoices by Payment Method to QuickBooks Desktop

This article helps Webgility Desktop users configure Webgility Desktop to post paid invoices into QuickBooks Desktop based on specific payment methods such as Credit Card, ACH, or Cash. It provides step-by-step instructions to set up posting rules, enabling accurate and customized invoice syncing from sales channels.

Steps to Configure Posting Rules by Payment Method

1. Access Posting Rules Settings

  • Launch Webgility Desktop.

  • Navigate to:
    Connections > Accounting / POS / ERP > Sync Settings > Orders > Posting Rules

2. Review Existing Invoice Posting Rules

  • Within the Posting Rules tab, scroll to the section related to invoice posting behavior.

  • Note how paid and unpaid invoices are currently handled.

  • Confirm whether payment method-based rules are already configured.

3. Map Payment Methods to QuickBooks Fields

  • Look for the "Map Payment Method" option under Configure Mapping within the Posting Rules tab. This allows you to map payment methods from your sales channel to their corresponding payment methods in QuickBooks.

  • For each payment method (e.g., Credit Card, ACH), select the corresponding value in QuickBooks.

💡 Tip: QuickBooks standard fields usually support common payment methods. If you don’t see a match, ensure the payment method exists in QuickBooks.

4. How to Post Transactions Based on Payment Methods in Webgility Desktop

  • Please refer to the help article below for detailed instructions and guidance on how to configure transaction posting in Webgility Desktop based on payment methods.
    [Help Article]

4. Test Posting

  • Post a test invoice for each payment method type (e.g., one paid by credit card, one by ACH).

  • In QuickBooks, verify the following:

    • The invoice is marked as Paid.

    • The correct Payment Method appears in the corresponding field.

5. Configure Behavior for Unpaid Invoices

  • If needed, ensure that unpaid invoices are:

    • Not marked as paid.

    • Do not include payment method mapping.

  • Adjust your rules accordingly in the Posting Rules section.

Troubleshooting Tips

  • Payment method not showing in QuickBooks?

    • Check if the payment method exists in QuickBooks.

    • Review the field mapping setup in Webgility Desktop.

    • Ensure test orders from the sales channel include payment method details.

    • Examine sync logs for any error messages.

Notes

  • If you are using custom fields in QuickBooks for payment methods, make sure those fields are enabled.

  • To apply changes to historical data, use the Resync Orders option or re-map payment methods manually.

  • Always backup your Webgility database before making changes to posting rules.