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How to Map Payment Methods with QuickBooks in Webgility Desktop

This article helps Webgility Desktop users in mapping payment methods in Webgility Desktop to ensure that payments received in their sales channel are accurately tracked and posted into QuickBooks Desktop. It explains how aligning differing naming conventions between systems simplifies reconciliation, reduces errors, and improves financial reporting.

Mapping payment methods in Webgility Desktop ensures that payments received in your online store are correctly tracked and posted in QuickBooks. Because naming conventions may differ between systems, mapping aligns these methods—making your reconciliation easier, reducing errors, and enhancing financial reporting.

Step 1: Open Webgility Dashboard.

  1. Go to Connections > Accounting/POS/ERP > Sync Settings.

  2. Under the Order section, click Set Up next to Map payment methods under Configure Mappings option.

Step 2: Map Online Payment Methods to QuickBooks

Within the Map payment methods section, you can:

  • Add a New Payment Method

    • Enter the name you use for the payment method in your online store (e.g., Shopify:Visa).

    • Click Add New Method.

  • Set a Default Payment Method

    • Choose a default QuickBooks payment method to use if no match is found.

  • Map Payment Methods

    • From the dropdown next to each online method, select the corresponding QuickBooks method.

    • Click Save, then Save and Continue in the Posting Settings window.

Step 3: Enable Card Type Mapping (Optional)

This feature allows you to post orders using specific card types (Visa, Mastercard, etc.) per payment gateway like Shopify, PayPal, or Stripe.

To enable:

  1. Go to Connections > Sales Channel > Advanced Settings.

  2. Navigate to the Additional Settings tab.

  3. Check Use card type with Payment method mapping.

  4. Click Save and Close.

Step 4: Format for Card Type Mapping

When using card type mapping, enter payment methods using the format:
[Gateway]:[Card Type]
Examples:

  • Shopify:Visa

  • PayPal:Mastercard

  • Stripe:AmericanExpress

This ensures each payment type is tracked and posted correctly in QuickBooks.

Step 5: Apply Posting Rules Based on Payment Method

To control how different payment methods post in QuickBooks:

  1. Go to Connections > Accounting/POS/ERP > Sync Settings.

  2. Navigate to Orders > Posting Rules.

  3. Select Post orders differently based on payment method.

  4. In the dropdown, select your mapped payment method.

  5. On the right, configure posting options such as transaction type and posting rules.

Reference Links

Map payment method