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Webgility Desktop: Database Migration & QuickBooks Connection Testing Guide

This article helps Webgility Desktop users troubleshoot and resolve SQL Server and QuickBooks connectivity issues encountered during installation or migration. It provides guidance on ensuring proper configuration of both the database and accounting system connections to restore functionality and prevent performance bottlenecks.

Webgility Desktop Database Migration: Performance & QuickBooks Connection Support Guide

This comprehensive guide walks you through the Webgility Desktop installation, database migration, and how to ensure your QuickBooks connection is set up properly. It’s designed to help users troubleshoot common issues and optimize performance post-installation.

🔷 Overview

During installation or migration, users may encounter issues such as:

  • "CREATE DATABASE permission denied in database 'master'"

  • SQL connection failures

  • Database instance not found

  • Sluggish or unresponsive Webgility performance

These problems are commonly caused by SQL Server permission issues, incomplete installations, or incorrect configurations.

🔶 Common Symptoms

  • Webgility cannot create or detect a new database

  • SQL Server installation fails

  • Existing SQL instance isn’t recognized

  • Application slows down or crashes post-migration

🔶 Root Causes

  • Insufficient permissions during SQL Server setup

  • Improper or incomplete SQL Server installation

  • Webgility services or settings misconfigured

  • Database backup not properly restored

🔷 Step-by-Step Resolution

🔹 Step 1: Manually Install SQL Server (if automatic install fails)

  1. Download SQL Server 2022 Express from the official Microsoft website.

  2. Launch the installer and choose Custom Installation.

  3. Use Instance Name: UNIFY or UNIFYNEW.

  4. Choose Mixed Mode Authentication:

    • Username: sa

    • Password: Webgility2011

  5. Set all SQL Services to Automatic Start.

🔹 Step 2: Install Webgility Desktop

Webgility Installation Guide:

  1. Log in at portal.webgility.com.

  2. Navigate to Downloads and click Download.

  3. Locate WebgilityDownloader.zip in your Downloads folder.

  4. Right-click → Extract All.

  5. Open the folder and right-click WebgilityDownloader.exe → Run as Administrator.

  6. Allow any security prompts.

  7. Wait for files to download, then follow the setup wizard:

    • Accept License → Next

    • Select installation location (recommended: C:\) → Next

    • Choose Start Menu folder → Next

    • (Optional) Add desktop shortcut → Next

    • Click Install → Finish

🔹 Step 3: Connect to Existing SQL Server

If prompted with a database configuration screen:

  1. Choose: Connect Webgility database to an existing SQL Server

  2. Click Browse for More (wait 2–3 minutes)

  3. Select your SQL instance (e.g., YourPC\UNIFY)

  4. Enter:

    • Username: sa

    • Password: Webgility2011

  5. Click Connect

🔹 Step 4: Restore the Backup

  1. Locate your previous .bak backup file.

  2. Select and open it when prompted.

  3. Wait for a "Restore Successful" confirmation.

🔹 Step 5: Run DB Upgrade Utility

  1. Close Webgility Desktop.

  2. Navigate to: C:\Webgility\UnifyEnterprise

  3. Run: UnifyDBUpgrade.exe

  4. Wait for the success popup, then relaunch Webgility.

  5. Confirm your data appears correctly.

🔷 Additional Performance Tips

  • Keep Windows and Webgility updated

  • Ensure at least 20% free disk space on the C: drive

  • Restart SQL Services via Windows Services if Webgility hangs

  • Disable unnecessary Webgility pop-ups for smoother operation

🔷 How to Test QuickBooks Connection in Webgility Desktop

Once your database is configured, test your QuickBooks connection to ensure smooth data syncing.

🔹 Step 1: Navigate to QuickBooks Connection Settings

  1. Open Webgility Desktop

  2. Go to Connections > Accounting/POS/ERP

  3. Click Edit Connection

🔹 Step 2: Test the Connection

  1. Confirm the QuickBooks company file path is accurate

  2. Click Test QuickBooks Connection

 Pro Tip: If the test fails:

  • Open QuickBooks and keep it in Single-User Mode

  • Close all open dialog boxes in QuickBooks

🔹 Step 3: Handle Connection Certificate (If Prompted)

  1. Log in to QuickBooks as Admin

  2. If prompted with an Application Certificate, select:

    • “Yes, always; allow access even if QuickBooks is not running”

    • Choose Admin from the login dropdown

  3. Click Continue, then Confirm

🔹 Step 4: Confirm and Save

  • After successful connection, you’ll see:
    "Successfully connected to QuickBooks"

  • Click Done

🔹 Step 5: Finalize

  • Click OK, then Save your settings to complete the setup