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QuickBooks Company File Connection Problems in Webgility Desktop

This article helps Webgility Desktop users troubleshoot connection errors between Webgility Desktop and QuickBooks Desktop Enterprise that occur when the wrong company file is open, multiple QuickBooks company files are running, or QuickBooks company file is running in multiple instances. These issues can disrupt order posting, syncing, and other integration tasks. The guide provides steps to diagnose and resolve QuickBooks company file connection problems in Webgility Desktop.

Overview

Connection errors between Webgility and QuickBooks Desktop commonly occur when the wrong company file is open, multiple files are running, or QuickBooks is operating in multiple instances. These issues can disrupt order posting, syncing, and other accounting integration tasks.

This guide outlines the steps to diagnose and resolve QuickBooks company file connection issues in Webgility.

Common Symptoms

  • Error when posting orders from Webgility to QuickBooks

  • Prompt indicating a mismatch between the expected and open company file

  • Webgility unable to connect or sync with QuickBooks

  • “Connection Refused” or “Company File Not Found” messages

Initial Diagnosis

  • Confirm the error message: Check if it references a company file mismatch or connection error.

  • Identify the intended file: Verify which QuickBooks company file Webgility is configured to use.

Step-by-Step Resolution Guide

1. Close Extra Company Files or QuickBooks Versions

  • Make sure only one instance of QuickBooks is running.

  • Close all additional company files:

    • In QuickBooks: File > Close Company/Logoff

  • Avoid having multiple QuickBooks versions open simultaneously.

2. Open the Correct Company File

  • In QuickBooks:

    • Go to File > Open or Restore Company

    • Select the company file linked to Webgility.

3. Check for Multiple QuickBooks Processes

  • Open Task Manager (Ctrl + Shift + Esc).

  • Ensure only one QuickBooks process is running (e.g., qbw32.exe or QuickBooks.exe).

4. Reconnect Webgility to the Company File

  • In Webgility:

    • Go to Connections > Accounting/POS > Edit connection

    • Confirm the correct company file path is listed.

    • If incorrect, use Browse to manually select the correct file.

    • Click Test Connection.

5. Test the Connection

  • Use the Test Connection button within Webgility’s QuickBooks settings.

  • Confirm the connection is successful, and no errors are shown.

6. Retry Order Posting

  • Post a test order from Webgility to QuickBooks.

  • Verify that it processes without errors.

Additional Checks (If Issues Persist)

  • Confirm the user has the necessary QuickBooks access permissions.

  • Check for any pending updates for QuickBooks or Webgility.

  • Restart both systems and try reconnecting.

  • Ensure QuickBooks is running in Single-User Mode for initial troubleshooting (if possible).