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Webgility Desktop Database Migration 

The guide explains how to safely migrate a Webgility Desktop database to a new computer or server. The process involves backing up the existing database, installing Webgility and SQL Server, restoring and upgrading the database if required, reconnecting sales channels and QuickBooks, and validating all connections and data. Once everything is confirmed to be working correctly, Automated Data Syncing can be resumed. It also covers common troubleshooting steps for database, SQL Server, QuickBooks, and performance-related issues.

A database migration affects the workflows that keep your ecommerce and accounting data aligned. This guide provides a focused path from backup to validation so you can protect your data, restore the Webgility Desktop database, reconnect your sales channels and QuickBooks, and confirm that Automated Data Syncing is ready to resume.

Before you begin

Confirm the following before starting the migration:

  • You can access both the old computer or server and the new computer or server.
  • You have a recent Webgility Desktop database backup with a .bak file extension.
  • You have administrator access to Webgility, Windows, SQL Server, QuickBooks, and the relevant sales channels.
  • You know the current Webgility Desktop configuration, including the database server, SQL instance, QuickBooks company file, and connected sales channels.
  • You have planned a maintenance window. Do not download or post orders while the database is being moved.
  • You have a secure location for the backup file and enough free space on the new computer.

Data security: Use the SQL Server credentials configured for your environment. Do not publish or reuse sample credentials from an installation guide. If you do not have the required credentials, contact your system administrator before continuing.

Migration overview

Complete the migration in this order:

  • Back up the Webgility Desktop database on the old computer.
  • Install Webgility Desktop on the new computer.
  • Install SQL Server or connect to an existing SQL Server instance.
  • Restore the Webgility database backup.
  • Run the database upgrade utility when required.
  • Reconnect your sales channels and QuickBooks Desktop.
  • Test the QuickBooks connection.
  • Validate the data and resume syncing.

1. Create a database backup on the old computer

Create the backup before changing the existing installation. This gives you a known restore point if the migration needs to be repeated.

  1. Open Webgility Desktop on the current primary computer.
  2. Go to System > Backup.
  3. Select a secure destination for the backup. The default Webgility folder is commonly C:\Webgility.
  4. Start the backup and wait for it to finish.
  5. Confirm that a .bak file was created.
  6. Copy the backup file to a secure location that the new computer can access.

If your environment uses the Scheduler for automatic backups, confirm which computer is the Primary Workstation. Webgility Desktop stores scheduled backups on the Primary Workstation, even when the backup is started from another workstation.

2. Install Webgility Desktop on the new computer

Install Webgility Desktop before restoring the database.

  • Sign in to the Webgility portal at portal.webgility.com.
  • Open Downloads and download the Webgility Desktop installer.
  • Locate WebgilityDownloader.zip in your Downloads folder.
  • Right-click the file and select Extract All.
  • Open the extracted folder, right-click WebgilityDownloader.exe, and select Run as administrator.
  • Approve the Windows security prompt when asked.
  • Follow the installation wizard:
    • Accept the license agreement.
    • Select the installation location.
    • Select the Start Menu folder.
    • Choose whether to add a desktop shortcut.
    • Select Install, then Finish.

When possible, install a version compatible with the existing Webgility Desktop environment and the QuickBooks Desktop version you use.

3. Install or connect to SQL Server

Webgility Desktop requires SQL Server to store its database. Use the option that matches your new computer setup.

Option A: Install SQL Server through Webgility Desktop

This is the recommended path when the new computer does not have a compatible SQL Server instance.

  • Open Webgility Desktop after installation.
  • On the database configuration screen, select This is a new computer, install SQL server and create Webgility database.
  • Select Continue.
  • Follow the prompts to complete the installation.

Option B: Install SQL Server manually

Use this path when the automatic installation does not complete or when your system administrator manages SQL Server separately.

  • Download a supported SQL Server edition from Microsoft.
  • Start the installation and select Custom when prompted.
  • Create or select the SQL Server instance required by your environment. Webgility guidance commonly references UNIFY and UNIFYNEW as instance names.
  • Configure the authentication method required by your organization.
  • Set the SQL Server services to start automatically if your environment requires Webgility to access the database without a manual service restart.
  • Complete the SQL Server installation.

Use your organization’s approved SQL Server authentication and password policy. Do not place database credentials in the help article, screenshots, tickets, or other shared documentation.

Connect Webgility Desktop to an existing SQL Server

If SQL Server is already installed on the new computer or on a network server:

  • Open Webgility Desktop.
  • Select Connect Webgility database to an existing SQL Server.
  • Select Browse for More and allow time for available SQL instances to load.
  • Select the correct instance, such as ComputerName\UNIFY.
  • Select the authentication method configured for your SQL Server.
  • Enter the approved SQL Server credentials.
  • Select Connect.

If the correct instance does not appear, verify the computer name, SQL Server service status, network access, firewall rules, and TCP/IP configuration with your system administrator. Do not disable security controls as a first troubleshooting step.

4. Restore the Webgility database backup

Move the .bak file to the new computer before starting the restore.

  • Copy the backup file from the old computer or secure transfer location.
  • Paste the file into the Webgility folder on the new computer, commonly C:\Webgility.
  • Open Webgility Desktop.
  • Go to System > Backup > Restore when that option is available in your installation.
  • Select the correct .bak file.
  • Start the restore and wait for the confirmation message.
  • Close and restart Webgility Desktop.
  • Open the dashboard and verify that your expected data and configuration are available.

  • Use the backup filename, timestamp, and environment details to confirm that you restored the intended file. If the restore fails, do not continue to connection testing until the database restore is complete.

5. Run the database upgrade utility when required

Some migrations require the Webgility database upgrade utility after the backup is restored.

  • Close Webgility Desktop.
  • Open C:\Webgility\UnifyEnterprise.
  • Run UnifyDBUpgrade.exe as administrator when required by your installation.
  • Wait for the success confirmation.
  • Reopen Webgility Desktop.
  • Confirm that the dashboard and restored data load correctly.

  • If the utility does not complete successfully, record the message shown on screen and contact Webgility Support before proceeding with order downloads or postings.

6. Reconnect your sales channels

A database restore does not replace the need to validate the connections used by your ecommerce workflows.

  • In Webgility Desktop, open Connections.
  • Open the sales channel connection settings.
  • Review the account, store, and authentication details.
  • Revalidate the connection.
  • Confirm that the correct store or marketplace is selected.
  • Test a controlled data download when your validation plan allows it.

Review the result before resuming normal activity. Confirm that the restored configuration still matches your current sales channel setup.

7. Test the QuickBooks Desktop connection

Test QuickBooks after the Webgility database is restored and the QuickBooks company file is available.

Open the QuickBooks company file

  • Open QuickBooks Desktop.
  • Open the company file that Webgility should use.
  • Sign in as the QuickBooks Admin user.
  • Switch QuickBooks to Single-User Mode.
  • Close open QuickBooks dialog boxes before starting the connection test.

The Admin login and Single-User Mode are needed for the connection authorization step. After the connection and validation are complete, you can return to your normal QuickBooks access mode.

Confirm the company file path

  • In QuickBooks Desktop, press Fn Key + F2 or Ctrl + 1 to open the Product Information window.
  • Copy the company file location.
  • Close the Product Information window.
  • Open Webgility Desktop.
  • Go to Connections > Accounting/POS/ERP.
  • Select Edit Connection.
  • Confirm that the QuickBooks company file path matches the path shown in QuickBooks.
  • Update the path if the file moved to a different drive, folder, or server.

Test the connection

  • Select Test QuickBooks Connection in Webgility Desktop.
  • Watch QuickBooks for an Application Certificate prompt.
  • If prompted, approve access for Webgility Desktop using the option that allows the connection according to your organization’s QuickBooks access policy.
  • Select the QuickBooks Admin user when required.
  • Select Continue and confirm the authorization.
  • Wait for the message confirming that Webgility connected to QuickBooks.
  • Select Done, then OK.
  • Save the connection settings.

8. Validate the migration before resuming operations

Complete a controlled validation before downloading or posting live orders.

  • Confirm that the Webgility dashboard opens without a database error.
  • Confirm that expected settings, users, and historical data are present.
  • Test the sales channel connection.
  • Test the QuickBooks connection.
  • Download a controlled test order or retrieve accounting data, according to your validation plan.
  • Confirm that the test data appears in the intended workflow.
  • Verify that users can access the restored environment with the correct permissions.
  • Confirm that the Scheduler is configured on the intended Primary Workstation before enabling automated tasks.
  • Record the new server name, SQL instance, backup location, and validation results for future support requests.

Begin normal order downloading, posting, inventory updates, and other Automated Data Syncing only after these checks are complete.

Troubleshooting

Webgility cannot create or detect the database

Review the SQL Server installation, service status, authentication method, and account permissions. Confirm that the SQL instance name matches the value selected in Webgility Desktop.

The SQL Server instance is not listed

Select Browse for More and allow the discovery process to finish. If the instance remains unavailable, verify the server name, network access, SQL Server Browser service, TCP/IP configuration, and firewall rules with your system administrator.

The database restore fails

Confirm that the .bak file is complete, accessible, and from the intended Webgility environment. Verify that the SQL Server account has the permissions required to restore the database. Do not overwrite the original backup while investigating the issue.

QuickBooks connection testing fails

Confirm all of the following:

  • The correct QuickBooks company file is open.
  • QuickBooks is running as the Admin user in Single-User Mode.
  • The company file path in Webgility matches the path in QuickBooks.
  • QuickBooks dialog boxes are closed.
  • The Application Certificate has been approved when prompted.
  • Webgility Desktop and QuickBooks Desktop are compatible and up to date.
  • Security software or firewall rules are not blocking the connection.

If the connection still fails, capture the exact message, the QuickBooks version, the Webgility Desktop version, the company file location, and the steps already completed. That context helps support narrow the scope and move closer to root cause without repeating completed troubleshooting.

Webgility is slow or unresponsive after migration

Confirm that the database was restored to the intended SQL Server instance, SQL services are running, and the new computer has sufficient free disk space. The reference guide recommends maintaining at least 20 percent free space on the C: drive. Restart SQL services only when this can be done safely within your maintenance window.

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