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How to Migrate Webgility Desktop Database to a New Server and Reconnect with Sales Channel & QuickBooks Desktop

This article helps Webgility Desktop users migrate the Webgility Desktop database to a new server. It provides step-by-step instructions covering preparation, database deployment, and reconnecting to sales channels and QuickBooks to ensure seamless operation and data preservation during the migration.

Prerequisites

Before proceeding, make sure you have:

  • Access to both the old (source) and new (destination) servers

  • A valid and recent Webgility database backup file

  • Admin credentials for QuickBooks, Webgility, and the sales channel

  • Knowledge of how your Webgility Desktop is currently configured

Steps to Migrate Webgility Desktop Database

1. Prepare for Database Migration

  • Verify that your current database is healthy and functioning.

  • Create a full backup of your Webgility database.

  • Confirm that the backup is usable by testing it (optional but recommended).

2. Deploy Database on the New Computer

  • Install SQL Server (or your existing compatible database engine) on the new server.

  • Transfer the backup file to the new server.

  • Use SQL Server Management Studio (SSMS) or relevant tool to restore the database.

  • After restoring, verify the data (e.g., check tables, record counts, and structure).

3. Connect Webgility to the New Database

  • Launch Webgility Desktop on the new server or client machine.

  • When prompted, select “Connect to an existing SQL Server.”

  • From the Locate SQL Server drop-down, choose the appropriate server in the format:
    ComputerName\DatabaseName
    Example: MainPC\UNIFY or MainPC\WEBGILITY

    💡 If your SQL Server isn’t listed, click Browse to manually locate available servers on the network.

  • In the authentication window, select Use SQL Server Authentication.

  • Enter the following credentials:

    • Username: sa

    • Password: Webgility2011 (Note: W is capitalized)

  • Click Connect to establish the database connection.

4. Reconnect to Your Sales Channel and QuickBooks

  • In Webgility, go to Connections > Sales Channel and revalidate the connection settings.

  • Do the same under Connections > Accounting to re-establish the connection with QuickBooks.

  • Download data from both to ensure syncing is operational.

5. Validate Access and Permissions

  • Log in using both standard and admin Webgility credentials to verify access.

  • If you encounter any login or permission errors:

    • Double-check the credentials

    • Ensure necessary user roles and rights exist in SQL Server

    • Request correct credentials if unavailable

Troubleshooting Tips

  • Confirm that the SQL Server is reachable using the correct hostname/IP and port (default: 1433).

  • Ensure firewall settings allow inbound/outbound traffic to SQL Server.

  • If Webgility fails to connect, verify TCP/IP is enabled in SQL Server Configuration Manager.

  • Make sure Webgility, QuickBooks, and related components are compatible with the new server environment.

Conclusion

By following the above steps, you can successfully migrate your Webgility Desktop database to a new server while maintaining seamless operations with your sales channel and QuickBooks. If you need further assistance, refer to Webgility’s support resources or knowledge base for detailed guidance.