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How Webgility Desktop Syncs WooCommerce Sale Prices to QuickBooks

Learn how Webgility Desktop overrides the one standard WordPress sales price field on every product sync and leaves customized or additional sale price fields alone.

Overview

If you have Webgility Desktop pushing your QuickBooks catalog pricing out to a WooCommerce store, this article explains which WordPress product field Webgility writes to on every product sync, which fields it leaves alone, and how the price the customer actually paid still reaches QuickBooks when an order posts. For how the WooCommerce connection itself is set up, see How to Connect Webgility Desktop with WooCommerce and the broader WooCommerce with Webgility Desktop: FAQ.

When This Applies

Use this article when QuickBooks Desktop is the price-of-record for your WooCommerce catalog, Webgility Desktop is syncing product pricing from QuickBooks out to WordPress, and you want to run sale prices on your storefront without the next sync wiping them out.

What You'll Need

Nothing to install — this is a behavior explainer. To confirm the behavior on your own setup, you need one WooCommerce product with a price pushed from QuickBooks, and the ability to compare the WordPress price field before and after a Webgility product sync.

How It Works

Webgility overrides one field on every product sync — the standard WordPress sales price. When Webgility Desktop syncs product pricing out from QuickBooks to WooCommerce, it writes the QuickBooks price into the one standard, regular sales price field on the WordPress product. For the full product sync walk-through, see How to Sync Products with Webgility Desktop.

Any manual edit you make to that standard field will not survive the next sync. If you change the price directly in the standard WordPress sales price field, the next time Webgility runs a product sync it will write the QuickBooks price back in and your manual value is replaced. To change the price going forward, change it in QuickBooks and let Webgility push the new value out.

Customized or additional sales price fields are left alone. Any pricing field that is a WordPress customization, added by a WooCommerce plugin, or otherwise sits outside the one standard sales price field — those Webgility does not read and does not write. If you want a sale price that survives Webgility syncs, keep it in one of those customized or additional fields rather than the standard field.

Parent variant items cannot be synced. If a product is the parent of a variant group in WooCommerce, Webgility Desktop cannot sync its price at all. Only the individual variant items under it carry sync-eligible prices.

Orders post the price the customer actually paid, regardless of which field drove it. When Webgility Desktop posts a WooCommerce order to QuickBooks Desktop, it records the final amount the customer paid on the order. Whether the customer paid the standard price, a sale price from a customized field, or any other promotional price configured on your store, QuickBooks receives the real revenue from the order.

Important Note

Note: If a customized or additional sales price field in your WordPress install is dependent on the standard sales price field (for example, a plugin that calculates its sale price as a percentage of the standard field), updating the standard field through a Webgility sync will cascade into that dependent field. In that case the dependent field's value changes because its own formula changed, not because Webgility wrote to it.

Key Recommendation

Keep QuickBooks as the source of truth for the standard WordPress sales price, and keep your sale prices in a customized or additional sales price field provided by WooCommerce or a WordPress plugin. QuickBooks owns the base price pushed to the storefront, your sale prices survive every sync, and QuickBooks still receives the real discounted revenue when an order posts.

Additional Support

If you see unexpected behavior on either the standard sales price field or a customized sale price field after a Webgility Desktop sync, contact Webgility Support with the product SKU, the price value before and after, which WordPress field it was in, and the time the sync ran.