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How to Mark Processed X-Cart Orders as Paid in QuickBooks Online?

This article explains how to configure Webgility Desktop so that processed X-Cart orders are posted to QuickBooks Online as paid invoices, while queued orders remain unpaid. It covers reviewing the invoice posting rules, enabling Mark invoice paid, selecting the appropriate deposit account, configuring X-Cart order status settings, and testing the setup with a processed order.

Overview

If processed X-Cart orders are being posted to QuickBooks Online as unpaid, the issue may be related to the payment and order-posting settings in Webgility Desktop.

You can configure Webgility Desktop so that:

  • Processed X-Cart orders are posted to QuickBooks Online as paid.
  • Queued X-Cart orders continue to be posted as unpaid.

This setup is useful when your X-Cart store captures payment at checkout and you want the corresponding QuickBooks Online invoices to reflect the correct payment status.

When to Use This Setup

Use this configuration if:

  • X-Cart shows processed orders as paid.
  • You want processed orders to be created in QuickBooks Online as paid invoices.
  • You want queued orders to remain unpaid until they are ready for posting.

Symptoms

You may need to update these settings if:

  • QuickBooks Online shows a balance due for X-Cart orders that were already paid.
  • You are manually marking invoices as paid after they are posted.
  • Processed and queued orders are being posted with the same payment status.

Resolution

Review the invoice posting and payment settings in Webgility Desktop.

Step 1: Confirm the Invoice Posting Rule

In Webgility Desktop, navigate to:

Connections > Accounting/POS/ERP > Sync Settings > Orders > Posting Rules

Then:

  1. Select Invoice as the transaction type for posting orders.
  2. Click Setup.
  3. Make sure Mark invoice paid? is selected.
  4. Select the appropriate Deposit to account.
  5. Save the changes.

Step 2: Review the X-Cart Order Processing Settings

Next, navigate to:

Connections > Sales Channel > Settings

Review the order processing settings for the applicable X-Cart order statuses.

For the desired workflow:

  • Set Processed orders to Post as paid.
  • Leave Queued orders set to unpaid.

This allows Webgility Desktop to handle processed and queued orders according to their respective payment statuses.

Step 3: Repost a Test Order

After updating the settings, repost a processed X-Cart order and verify the result in QuickBooks Online.

Confirm that:

  • The processed order creates an invoice in QuickBooks Online.
  • The invoice is marked as paid.
  • The payment is deposited into the account selected in the posting rule.
  • Queued orders continue to post as unpaid.