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How to resolve missing posted data in QuickBooks from Webgility Desktop

This article helps Webgility Desktop users in troubleshooting cases where cash flow data is missing in QuickBooks Desktop Enterprise after integration with Webgility Desktop. Common causes include transaction posting errors and incorrect account mapping. The guide outlines steps to identify the issue and provides recommended solutions to ensure accurate cash flow reporting in QuickBooks.

This article guides on how to troubleshoot cases where cash flow data is missing in QuickBooks after integration with Webgility. It outlines common causes—including transaction posting errors and account mapping issues—and recommended remediation steps.

1. Common Causes of Missing Cash Flow Data

  • Incomplete or failed Webgility to QuickBooks data sync
  • Incorrect account setup or mapping in QuickBooks
  • Unposted or partially posted transactions
  • Data overwrite during recent integrations or updates

Step-by-Step Troubleshooting

1. Verify Webgility Sync Status

  • In Webgility Desktop, go to Posted Orders Tab.
  • Confirm all expected transactions have synced over to QuickBooks.
  • Make sure there are no orders in the Error, Scheduled or New Orders tab.

2. Check Account Mappings in Webgility

  • Navigate to Connections > Accounting > Sync Settings > Transaction Settings Setups, verify the setups for all the available transactions and verify which account has been selected.
  • Navigate to Connections >> Accounting >> Sync Settings >> Exp. & Fees verify the setups for your fees and expenses.
  • If discrepancies are found, update mappings and save changes.

3. Confirm Transactions in QuickBooks

  • Log in to QuickBooks.
  • Open the account Quick Reporting of your Deposit to A/C.
  • Search for transactions corresponding to the posted orders, you may select the date range as well.
  • If records are missing, check the New Orders or Error Tab in Webgility, it could be a possibility some orders might be in the Archive Tab and are not yet synced with QuickBooks.

5. Re-sync Orders after making changes in Webgility:

  • Repost any orders not previously processed.
  • In Webgility open the order, and on the bottom righ hand side of the order details there's a refresh icon, click on it, this will undo sync the order from QuickBooks 
  • Once unsynced, click on Post to QuickBooks, After sync, recheck QuickBooks for updates.