How to Sync Gift Card Payments to the Right QuickBooks Account in Webgility Desktop

This guide outlines the necessary steps to troubleshoot and resolve this issue for gift card payments are not reflecting in QuickBooks during account sync

1. Confirm Account Email Status

• Log in as Admin in your QuickBooks company file.
• Navigate to Account Settings > User Information.
• Ensure the user’s account email is active and valid.
• If the account is listed as inactive:
  • Instruct the user to update their email to a valid, accessible address.
  • Send account reactivation instructions, if required.

2. Verify Gift Card Payment Settings

• In the merchant’s commerce platform dashboard, go to Payment Settings.
• Check that the Gift Card payment type is enabled and configured correctly.
• Ensure that gift card transactions are being tracked as a distinct payment method and not combined with other types.

3. Review QuickBooks Integration Mapping

• Navigate to Connections > Payment > Payment Settings in Webgility.
• Verify that "Gift Card" is mapped to the correct payment type and account in QuickBooks.
• If not:
  • Update the mapping to ensure gift card payments sync to the intended QuickBooks account or ledger.

4. Manually Sync and Review Logs

• Run a manual sync between the sales channel and QuickBooks.
• Check for:
  • Sync failures or skipped transactions.
  • Errors related to payment types or account credentials.
• Note and resolve any error messages, updating credentials or mapping as necessary.

5. Validate in QuickBooks

• Log into QuickBooks using admin credentials.
• Search for recent transactions using the date and amount from a sample gift card order.
• Confirm the payment appears under the correct method (e.g., Gift Card).
• If not appearing, re-examine sync and mapping steps; escalate issues with the integration vendor if the problem persists.