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How to Connect Webgility Online with QuickBooks Online and Configure Recommended Settings

This article helps Webgility Desktop users seamlessly connect Webgility Online with QuickBooks Online and configure recommended settings for transactions, products, customers, discounts, taxes, and refunds. It provides step-by-step instructions to optimize integration for smooth order syncing, accurate accounting, and improved workflow automation. The guide applies to QuickBooks Online accounts in the US, UK, Canada, and Australia.

Step-by-Step Instructions

Part 1: Connect Webgility Online with QuickBooks Online

1. Add Your Accounting Platform

  • Navigate to Connections > Accounting Platform

  • Click the ➕ icon to begin setup

2. Initiate Connection

  • On the pop-up window, click Connect

  • Click Next to begin the authorization process

3. Authorize Webgility

  • Log in to your QuickBooks Online account

  • Grant the necessary permissions when prompted

4. Complete the Sync

  • Webgility Online will begin syncing your items, customers, and chart of accounts from QBO

  • Once the sync completes, you’ll be directed to the Connections screen

Part 2: Recommended Transactional Settings

Go to: Sync Settings > Orders

Set up how orders will be posted in QuickBooks:

  • Use the same settings to post all orders: Enabled

  • Transaction Type: Sales Receipt

  • Deposit Account: Undeposited Funds or Checking Account

  • Payment Method: As on the sales channel

  • Sales Receipt Number Assignment: QuickBooks

  • Sales Receipt Date: Order Date

  • Ship Date: Order Date

  • Memo: Online Order Number

  • Product Description: Item Name

  • Reference Number: Transaction ID

💡 Note: You can leave Default Message blank.

Part 3: Configure Additional Settings

Advanced Settings

These are optional and can be left unselected for now. Always click Save before moving on.

Products

  • Matching Criteria: Match SKU from the sales channel to Product Name in QuickBooks Online

  • Unmatched Products: Recommended setting is to Map the product to what it should be in QBO

    • You will be prompted to map the product at the time of order posting

Customers

  • Match Customers By:

    • First Name Last Name ➝ Customer Name

    • Email ➝ Email

  • Webgility will create new customers in QBO if no match is found using the rules above

Discounts

  • Select the Discount Line Item to be used when syncing discounts

  • Click Save after configuring

Sales Tax

  • Option 1: Record tax based on location using Standard Sales Tax Rate Field

  • Option 2: Record Exact Amount Collected as a Line Item

    • Select the line item to represent sales tax on the transaction

  • Click Save after your selection

Refunds

🔁 Note: Refund settings are only visible if your sales channel supports refunds with Webgility Online

  • Refund Type: Create a Refund Receipt and apply it to the Clearing Account

  • Other fields are optional and typically don’t need adjustments

  • Click Save to apply your settings

✅ Final Tip

After completing all the above settings, it's recommended to perform a test sync with a few sample orders to ensure correct posting behavior.