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How to Connect Additional Computers to a Shared Webgility Desktop Database

This article helps Webgility Desktop users connect multiple Webgility Desktop machines to a shared SQL database over a local network. It provides step-by-step instructions to set up additional computers so teams can work from the same order, inventory, and accounting data without duplication or sync errors.

Make sure the following conditions are met before setup:

  • The primary computer already has Webgility Desktop and QuickBooks Desktop installed and configured.

  • The additional computer also has QuickBooks Desktop installed.

  • All computers are connected to the same local network.

  • You have access to the SQL Server login credentials used during the original Webgility installation.

Step-by-Step Instructions

1. Install Webgility Desktop on the New Computer

  1. Download and install Webgility Desktop.

  2. Launch the application and log in using your Webgility account credentials.

  3. When the Database Configuration screen appears, choose:
    ➤ "Connect Webgility database to an existing SQL Server"

2. Locate the SQL Server

  1. Click the "Locate SQL Server" drop-down and select:
    ➤ "Browse for More"

  2. From the list of detected servers, choose the correct SQL Server name.

    Tip: If you're unsure about the name:

    • Go to the server (primary) computer

    • Navigate to: C:\Webgility\UnifyEnterprise\XML

    • Open ApiConfig.xml in Notepad

    • Look for the value in the <Source> tag — this is your database name

3. Enter SQL Authentication Credentials

  1. In the Authentication Method section, select:
    ➤ "Use SQL Server Authentication"

  2. Enter the following credentials:

    • Username: SA

    • Password: Webgility2011

  3. Click Connect

4. Complete Setup

  1. Webgility will connect to the database and apply any updates if needed.
    This may take a few minutes.

  2. Once complete, you’ll be redirected to the Webgility Dashboard — confirming the machine is now connected and ready to use.

Troubleshooting

If you encounter issues:

  • ✅ Ensure both computers are connected to the same local network

  • ✅ Confirm SQL Server is running and allows remote connections

  • ✅ Verify that you've entered the correct SQL Server name and credentials

  • ✅ Check for firewall settings that may block SQL Server communication

Notes

  • The shared database must be accessible at all times from all connected machines for optimal performance.

  • Do not rename or move the SQL Server database once connected to avoid disruptions.