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How Webgility Desktop Handles Shopify Order Posting and Customer Matching

This article explains Webgility Desktop users how Shopify orders are posted to QuickBooks Desktop Enterprise by matching existing customers through company name, creating new customer records when needed, and assigning unmatched orders to a default customer. It also covers standard workflows and available workarounds for scenarios where customization options are limited.

Overview

This article details how Shopify orders can be posted in QuickBooks, matching to existing customers by company name, creating new customers when needed, and defaulting unmatched orders to a standard customer. It also explains workarounds and standard workflows for cases where built-in customization is not available.

Workflow Requirements

  • Company Name Match: If a Shopify order's company name matches an existing QuickBooks customer, the order will be posted to that customer.

  • New Company: If there is no match, a new customer will be created in QuickBooks using the company name from the order.

  • Missing Company/Customer Details: If both the company and customer fields are blank in the order, the order will be posted to a pre-defined 'Standard Customer' record in QuickBooks.

Step-by-Step Order Posting Process

1. Prepare Customer Data in QuickBooks

  • Ensure existing customers in QuickBooks have accurate and up-to-date company names.

  • Create and label a 'Standard Customer' account in QuickBooks to assign orders when no match is found.

2. Connect Your Shopify and QuickBooks Integration

  • Use your preferred integration tool, such as QuickBooks Connector or Webgility.

  • Make sure both your Shopify and QuickBooks accounts are authenticated and connected.

3. Configure Matching Logic (If Supported)

If you’re using Webgility, follow these steps:

  • Navigate to: Connections > Accounting/POS/ERP > Sync Settings > Customers

  • Set the following options:

    • Match customers using Company Name as the primary logic.

    • Enable automatic customer creation when no match is found.

    • Set a fallback customer by assigning the previously created 'Standard Customer' for unmatched or blank orders.

4. Posting Shopify Orders

When your integration syncs Shopify orders:

  • The system will search QuickBooks for a customer with the same company name.

  • If a match is found, the order will be posted to that customer.

  • If no match is found, a new customer will be created using the company name and the order will be posted to them.

  • If no company or customer name is included in the order, it will be posted to the 'Standard Customer' account.

5. Confirm and Test the Process

Before enabling the full automation, run several test orders:

  • Use different combinations of company and customer details.

  • Review the order entries in QuickBooks.

  • Ensure that each test order is posted accurately based on the configured logic.

Workaround for Custom Logic

If your integration does not support this workflow natively:

  • Manual Mapping:
    • Export Shopify orders on a regular basis.

    • Compare with existing QuickBooks customer records.

    • Manually create or update customers as needed before importing orders.

  • Custom Integration:
    • Contact Webgility Support or work with your IT team to develop a custom script or automation.

    • This can help enforce the desired matching and fallback behavior.

  • Support Confirmation:
    • This workflow is based on currently available features.

    • If additional customization is required, it may need to be submitted as a feature request.