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How to Set Up Webgility Desktop on a New System: Download, Install, and Configure.

This article helps Webgility Desktop users set up Webgility Desktop on a new system by guiding them through downloading, installing, configuring, and verifying the connection with QuickBooks Desktop to ensure a clean and successful setup.

 Prerequisites

Before beginning installation, make sure:

  • You have an active Webgility Desktop license.
  • Your system meets Webgility Desktop and QuickBooks Desktop's minimum requirements.
  • Please refer to System Requirements for Webgility Desktop.
  • You have admin access to the system, in order to install SQL 2025 Express Edition & Webgility Desktop application.
  • You have the correct company file and login credentials for QuickBooks Desktop.

Step 1: Download Webgility Desktop on the New System

  1. Log in to your Webgility Portal.
  2. Go to the Downloads section.
  3. Download the latest  version of the Webgility installer.
  4. Please refer to Webgility Desktop Upgrade Guide: For Versions Pre-9.8.4.

Step 2: Install Webgility Desktop

  1. The setup will automatically  uninstall any previous version of Webgility Desktop.
  2. If prompted for administrator access, ensure it's granted, and click on Yes to beign the setup.
  3. Double-click the downloaded installer and follow the setup prompts.
  4. After installation completes, launch Webgility Desktop.

Step 3: Install SQL 2025 Express.

  1. Please refer to How to Manually Install SQL Server 2025 Express.

  2. If you're migrating to a new Server or PC please after installing SQL refer to How to Backup, Restore, and Migrate Your Webgility Database.

Step 4: Link Webgility to QuickBooks

🔸 For QuickBooks Desktop

  1. Open QuickBooks Desktop login as an admin user and load the correct company file in Single-User Mode.

In Webgility Desktop:

1. Go to Connections > Accounting > Add Conneciton

  1. Choose QuickBooks Desktop.
  2. Follow the on-screen steps
  3. When QuickBooks prompts for permission, allow access to Webgility Desktop.
  4. Make sure the company file path is correct.
  5. Please refer to How to Test QuickBooks Connection in Webgility Desktop.
  6. Complete the connection and verify it's active.

🔸 For QuickBooks Online

In Webgility Desktop:

Go to Connections > Accounting >> Add Connection > QuickBooks Online

  1. Sign in using your QuickBooks Online credentials.
  2. Authorize Webgility Desktop when prompted.
  3. Once connected, verify that the status is active in your Webgility dashboard.\

  4. Please refer to How to Connect Webgility Desktop to QuickBooks Online.

Step 4: Troubleshoot Common Connection Issues

If you face any issues while connecting Webgility Desktop to QuickBooks Desktop/Online:

  • Confirm your system meets OS and QuickBooks compatibility requirements.

  • Disable or adjust firewall/antivirus to allow Webgility and QuickBooks communication.

  • Make sure both applications are running with the same admin privileges.

  • Delete and recreate any outdated or invalid connection profiles.

  • Check for and install pending software updates in Webgility and QuickBooks.

Step 5: Validate Order Posting

  1. Use Webgility Desktop to import or post a test order.
  2. Go to the New Orders tab, click on Get New Orders and post the test order
  3. Post the order to QuickBooks Desktop/Online.
  4. Open QuickBooks  Desktop/Online and confirm that the order is posted correctly.

Feel free to reach out to support@webgility.com.