Automated Webgility Error Reconciliation & Missing Item Creation (Make.com)

1. **Create Webhook in Make.com**: Add a 'Webhooks' module with a 'Custom Webhook' trigger. Copy the provided URL. 2. **Configure Webgility**: In Webgility (Online or Desktop via Gateway), go to Settings > Notifications and paste the Make.com Webhook URL, selecting 'Sync Error' as the trigger event. 3. **Parse JSON**: Send a test error from Webgility to Make.com. Use the 'JSON' module 'Parse JSON' if the payload arrives as a string to map fields like `SKU`, `AccountName`, and `ErrorType`. 4. **Search QuickBooks**: Add a 'QuickBooks Online' module: 'Search for Objects' (Item or Account). Use the data from the webhook (e.g., `SKU` or `Name`) to find a match. 5. **Apply a Router**: Add a 'Router' module. Create one path for 'New Creation' (where the search result is empty) and one for 'Notification' (where the object exists but another error occurred). 6. **Create Missing Object**: On the 'New Creation' path, add a 'QuickBooks Online' module: 'Create an Account' or 'Create an Item'. Map the `Name` and `Account Type` (e.g., Sales of Product Income). 7. **Format Currency/Dates**: Use Make.com functions like `formatDate()` or `parseNumber()` to ensure the data matches QuickBooks’ strict schema requirements. 8. **Implement Error Handling**: On the QuickBooks modules, right-click and select 'Add error handler'. Use 'Break' or 'Resume' to handle API rate limits or transient network issues. 9. **Slack Notification**: Add a 'Slack' module 'Create a Message' to notify the finance team that a new account/item was created automatically to bridge the Webgility sync gap. 10. **Finalize & Activate**: Name the scenario, save it, and toggle the 'Scheduling' switch to ON.

| Webgility Webhook Field | QuickBooks Online Field | Transformation / Logic | | :--- | :--- | :--- | | `error_details.missing_sku` | `Item: Name` | `ifempty(missing_sku; "Unknown SKU")` | | `order.total_tax` | `TaxCodeRef` | Map via Lookup Table to QBO Tax ID | | `error_details.account_name` | `Account: Name` | `capitalize(account_name)` | | `order.currency` | `CurrencyRef` | Ensure 3-letter ISO code | | `order.date` | `MetaData.CreateTime` | `formatDate(raw_date; "YYYY-MM-DD")` |

- **Account Type Constraints**: QuickBooks Online is extremely strict about `AccountType` and `AccountSubType`. Ensure your Make.com mapping uses the exact strings (e.g., 'Income' vs 'Revenue') required by the QBO API. - **Rate Limiting**: QuickBooks Online has a limit of 40 requests per second. Use the 'Sleep' module or set the Scenario's 'Max number of cycles' to 1 if processing high-volume error logs. - **Duplicate Race Conditions**: Use a 'Get Variable'/'Set Variable' pattern within the scenario to prevent creating the same account twice if multiple orders fail for the same SKU simultaneously. - **Bundle Processing**: If Webgility sends errors in batches, use an 'Iterator' module at the start of the Make.com scenario to process each error independently.

- [ ] Trigger a test 'Sync Error' in Webgility using a dummy SKU. - [ ] Open the 'History' tab in Make.com to verify the Webhook received the data. - [ ] Check the 'Search Object' module to ensure the 'List' length is 0 for new items. - [ ] Verify the 'Create Account/Item' module shows a status code 200/201. - [ ] Log into QuickBooks Online and confirm the new ledger account appears in the Chart of Accounts. - [ ] Verify that the Slack/Email notification contains the specific SKU/Account created.