Automated Webgility to QuickBooks Error Reconciliation & Sync (n8n)

1. **Create Webhook Node**: Start your n8n workflow with a 'Webhook' node. Set the HTTP Method to POST. Copy the URL and paste it into Webgility (Settings > Notifications > Webhook URL). 2. **Configure QuickBooks Credentials**: Drag a QuickBooks Online node. Click 'Select Credential' -> 'Create New'. Follow the OAuth2 prompt to authorize your n8n instance to access your QBO company data. 3. **Add an 'If' Node**: Connect the Webhook to an 'If' node. Set a condition to check if the payload contains an error message (e.g., `{{ $json["status"] }} === "error"`). 4. **Search for Item/Account**: On the 'True' path, add a QuickBooks node with the 'Get' or 'Find' operation. Use an expression like `{{ $node["Webhook"].json["sku"] }}` to search for the existing Item. 5. **Logic Branch (Filter)**: Use a second 'If' node to check if the search result is empty. If empty, proceed to the 'Create' action. 6. **Create Missing Entity**: Add a QuickBooks node. Select 'Resource: Account' or 'Resource: Item'. Map the fields from the Webgility webhook. **Crucial:** Set `AccountType` and `AccountSubType` using n8n expressions to ensure QBO validation passes. 7. **Format Data for Sales Receipt**: Use a 'Set' node to calculate tax totals and format dates using n8n's `$now` or `DateTime` library to match QBO’s ISO-8601 requirement. 8. **Post Transaction**: Add a final QuickBooks node to 'Create Sales Receipt' using the mapped ID from the newly created item and the original webhook data. 9. **Implement Error Trigger**: Create a separate 'Error Trigger' node. Connect it to a Slack or Microsoft Teams node to notify you if the n8n auto-remediation itself fails.

| Webgility/Store Field | QuickBooks Online Field | n8n Expression / Transformation | | :--- | :--- | :--- | | `order_id` | `DocNumber` | `{{ $json["order_id"].toString() }}` | | `sku_name` | `ItemRef` | `{{ $json["sku"] || "General_Sales" }}` (Default Value) | | `total_amount` | `TotalAmt` | `{{ parseFloat($json["total"]) }}` | | `customer_email` | `BillEmail` | `{{ $json["email"].toLowerCase() }}` | | `txn_date` | `TxnDate` | `{{ $now.toISODate() }}` | | `tax_amount` | `TaxCodeRef` | Set via 'Fixed' ID or Conditional mapping |

• **Strict Schema Validation**: QuickBooks will reject 'Item' creation if the IncomeAccountRef is missing. Always use a 'Set' node to hardcode your default Income Account ID. • **Rate Limiting**: QuickBooks API limits requests per minute. If processing bulk historical data, use the 'Split In Batches' node in n8n (set to 20-40 items per batch) to avoid 429 errors. • **Memo Length**: QBO Memo fields have character limits. Use the n8n `.substring(0, 100)` method to truncate long store notes. • **Webhook Timeouts**: Webgility expects a 200 OK response quickly. Ensure your Webhook node is set to 'Respond Immediately' so n8n doesn't keep the connection open while processing the QBO logic.

- [ ] **Test Webhook**: Trigger a dummy event from Webgility and confirm data appears in the n8n 'Execution' tab. - [ ] **Validate JSON**: Use the n8n Schema check to ensure `total_amount` is a Number and not a String. - [ ] **Mock Error Case**: Manually send an SKU that doesn't exist in QBO to ensure the 'Create Item' branch triggers correctly. - [ ] **Check OAuth Refresh**: Verify that the n8n QuickBooks credentials refresh successfully (n8n handles this automatically if configured correctly). - [ ] **Verify Production Mode**: Ensure the workflow is set to 'Active' (n8n workflows don't run automatically in 'Test' mode).