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Sync Payment and Shipping Fees in Webgility Online
Sync Payment and Shipping Fees in Webgility Online

Configure payment and shipping fees to post to QuickBooks.

Virendra avatar
Written by Virendra
Updated over a week ago

Sync Payment and Shipping Fees in Webgility Online

You can configure payment and shipping fees to post to QuickBooks. Once you have shipping or payment processors connected to Webgility, you can configure how they will post into your QuickBooks company file.​

Shipping Fees

1. To access these settings go to the Sync Settings in the lower left and select Fees.

2. If you have both a Payment Processor and a Shipping Processor connected, you'll find settings for both in the Fees tab. However, if you only have one of these connected, you'll only see options for that connection.

Payment Fees

When posting Payment Processor fees you have two options, as a line item on the order that is displayed as a negative amount in the transaction, or as an entirely separate transaction in QuickBooks.

Record the Payment-Related Fees as a Line Item.

1. Initially, choose the item you want to utilize in your QuickBooks for the fees or opt for the "Create New" option. This will prompt Webgility Online to generate a new item name for example: "Shopify/PayPal Payment Fees."

2. If one does not yet exist you can use the interface to create one by selecting Create New in QuickBooks.

3. You can create this in QuickBooks and then click Refresh Settings. Then select it from the drop-down list.

4. Once selected, click Save.

5. If the created item isn't reflected in the item list dropdown, please check out the help article below for further assistance.

Record the Payment-Related fees as a separate transaction

If you want to record the payment fees as separate transactions, for example, Expenses or Bills, you will need to choose an expense account where Webgility Online will post the payment processor fees.

Shipping Fees

1. To set up the Shipping Fees, navigate to the Fees tab to see the section designated for Shipping Fees.

2. The shipping fee should be set up as a separate transaction because the order may happen days or weeks before an item is shipped. When shipping fees are posted they are posted as either Paid or Unpaid bills.

Unpaid Bill

When setting up the unpaid bill you need to select the parameters around the bill creation including the vendor and terms. If you use the unpaid bills setting you will need to mark the bills as paid manually in Quickbooks.

Paid Bill

Paid bills have a few more options. In addition to the items for the terms and vendor, you will need to select a deposit account used for both the payment and any potential fee refund, and a payment date.

After you have made your selections click Save at the bottom.

Posting Payment Processor Fees

Payment processor fees will automatically post when you post the order, or have the automation post, an order to your QuickBooks. If you have posted orders to QuickBooks before connecting and configuring your payment processor you will need to un-sync (Unpost) the orders and then re-sync them to QuickBooks.


Posting Shipping Fees

Shipping fees are posted separately as they may come in sometimes after an order is placed.

1. To post the shipping fees, navigate to Orders> Shipping Expenses.

2. Next you will see all unposted shipping fees. To post them select one or more by utilizing the checkboxes in the left column. Then click Post to QuickBooks in the lower left.

3. If there are fees that you do not wish to post you will need to ignore them. Select the shipping fees you want to ignore then click the Actions drop-down menu. Select IGNORE and then click OK.

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