How do I connect Webgility and QuickBooks?

Automated Webgility Order Error Reconciliation and Account Creation (Zapier)

Eliminate manual bookkeeping interruptions by automatically resolving missing account errors between Webgility and QuickBooks Online.

Tools: Webgility → QuickBooks

Platform: Zapier

Short Answer

A self-healing automation that catches Webgility sync errors, checks for the missing entity in QuickBooks, creates it if necessary using Zapier logic, and notifies the team via Slack/Email so the order can be re-processed immediately.

The Problem

When Webgility attempts to sync e-commerce orders to QuickBooks Online, it often fails because the specific Item, Customer, or Chart of Accounts entry does not yet exist in the ledger. This creates sync bottlenecks, requiring manual intervention to create the missing entities before the order can be re-synced.

The Outcome

Step-by-Step Guide

1. **Create a New Zap**: Select 'Webhooks by Zapier' as the Trigger app and choose 'Catch Hook'. Copy the provided URL. 2. **Configure Webgility**: Log into Webgility (Online or Desktop). Navigate to Settings > Notifications/Webhooks. Paste the Zapier URL into the 'Error/Sync Failure' events field. 3. **Test Trigger**: Trigger a test error in Webgility and click 'Test Trigger' in Zapier to pull in the JSON payload (look for fields like `ErrorCode`, `Message`, and `OrderID`). 4. **Add Filter by Zapier**: Set a filter to only continue if the `ErrorMessage` contains specific keywords like 'Account not found' or 'Item does not exist'. 5. **Format Data**: Use 'Formatter by Zapier' (Text > Extract Pattern) to pull the specific missing SKU or Account Name from the error message string using Regex. 6. **Action - Find Account in QBO**: Add the 'QuickBooks Online' app with the 'Find Account' action. Map the extracted name from Step 5 to the 'Name' field. Check the box 'Create QuickBooks Online Account if it doesn't exist yet?'. 7. **Map Create Fields**: In the 'Create' sub-section, map the `AccountType` and `AccountSubType` based on your standard ledger structure (e.g., 'Income' and 'Sales of Product Income'). 8. **Add Path/Logic (Optional)**: Use 'Paths by Zapier' to differentiate between a missing 'Item' vs. a missing 'Customer' based on the error code. 9. **Push Success Notification**: Add a 'Slack' action to 'Send Channel Message' informing the team that the missing entity has been created and the Webgility sync can be re-triggered.

Data Mapping

Gotchas & Failure Modes

- **Account Type Strictness**: QuickBooks will throw a 400 error if you try to create an account with a mismatching `AccountType` and `AccountSubType`. Ensure your Formatter step uses a 'Lookup Table' to match Webgility terms to valid QBO terms. - **Rate Limiting**: QuickBooks API has a limit of 40 requests per second. If Webgility bulk-syncs 500 errors at once, Zapier may throttle. Enable 'Autoreplay' on your Zapier plan. - **Duplicate Names**: QBO does not allow duplicate names across Items and Accounts. Ensure your 'Find' step is configured correctly to prevent creating a second entity with the same name. - **Polling vs. Webhook**: Since Webgility doesn't have a native Zapier app, 'Catch Hook' is the only real-time method; Desktop users must ensure the 'Webgility Desktop Scheduler' is running to trigger the webhook.

Verification Checklist

- [ ] Triggered a 'Mock Error' in Webgility and confirmed the webhook reached Zapier task history. - [ ] Verified that Formatter correctly parsed the 'Missing Item' name from the error string. - [ ] Checked QuickBooks Online 'Chart of Accounts' to confirm the new account was created with the correct 'Type'. - [ ] Confirmed Slack notification includes the direct link to the QBO account or the Webgility Order ID. - [ ] Ensured the 'Filter' step correctly ignores non-actionable errors (e.g., 'Connection Timeout').

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