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How to Fix Connection Issues Between Webgility Desktop and QuickBooks Desktop Due to Outdated Software

This article helps Webgility Desktop users troubleshoot connection issues between Webgility Desktop and QuickBooks Desktop that commonly result from using an outdated version of Webgility Desktop. Compatibility conflicts between the latest QuickBooks Desktop API or security protocols and older Webgility Desktop software can prevent data synchronization and cause connection errors. The guide provides step-by-step instructions to verify the current Webgility Desktop version and update the software to restore seamless connectivity.

Causes of Issues

  • Webgility Desktop is not updated to the latest version.

  • QuickBooks has implemented recent API/security changes that require an updated Webgility version.

  • Connection errors during sync or data transfer, such as:

    • “Unable to connect to QuickBooks”

    • “Integration failed”

Step-by-Step Instructions

1. Confirm Webgility Version & Update Using “Check for Updates” Option

  1. Open Webgility Desktop and log in.

  2. Go to Help > Terms and Privacy to check your current version.

  3. Navigate to Help > Check for Updates.

  4. If an update is available, click Update.

  5. Ensure the option to back up the database is checked.

  6. Choose the location to save the backup when prompted.

  7. The Webgility Installer will launch and install the update.

  8. After the update, log in again when prompted.

  9. The database will auto-update; select your sales channel to proceed.

  10. Reconfirm version via Help > Terms and Privacy.

✅ Webgility Desktop is now updated.

2. Reconnect QuickBooks

  • Open QuickBooks Desktop and log in as Admin.

  • Then open Webgility Desktop.

  • Navigate to: Connections > Accounting/POS/ERP > Edit Connection.

  • Re-authenticate and click Test QuickBooks Connection to validate access.

3. Verify the Fix

  • Attempt a transaction sync (e.g., post an order or sync inventory).

  • Confirm there are no connection or integration errors.

Best Practices

  • Keep both Webgility Desktop and QuickBooks Desktop updated to the latest supported versions.

  • Confirm QuickBooks is running when initiating a connection in Webgility.

  • Always run Webgility and QuickBooks with Administrator privileges.

Note

If the issue persists even after updating, check the following:

  • Internet connectivity

  • Access to the QuickBooks company file

  • Firewall or antivirus settings that may block connections