The following article will explain how the web connector works and includes links to setup articles. Read the following article in detail before beginning the setup process.
Important Information:
- Please note that PunchOut's capability is not available with the live QuickBooks Desktop integration at this time.
- Currently, the QuickBooks Desktop live integration does not support updating Account codes or Vendors via the web connector. It only allows new Vendor and Account code creation.
- QuickBooks Desktop can only be set up to sync over PO's and item receipts
- Before beginning, review the article Field Mapping for QuickBooks Desktop.
Contents
Supported QuickBooks Desktop Versions
The QuickBooks Web Connector 2.1.0.30 and older versions can be used with any QuickBooks Desktop product supported by the QuickBooks SDK or the QBPOS SDK, including:
- U.S. editions of QuickBooks Financial Software products
- QuickBooks Enterprise Solutions
- QuickBooks Premier (2002 or later)
- QuickBooks Pro (2002 or later)
- QuickBooks Simple Start (2006 or later)
- Canadian editions of QuickBooks Pro, Premier or Enterprise (2003 or later)
- UK editions of QuickBooks Pro or Accountant Edition (2003 or later)
- QuickBooks Point of Sale (v4.0 or later) - QBWC 2.1.0.30 or earlier
QuickBooks Web Connector 2.2.0.34 and newer versions will only work with the following versions of QuickBooks:
- U.S. editions of QuickBooks Financial Software products
- QuickBooks Enterprise Solutions (2015 or later)
- QuickBooks Premier (2015 or later)
- QuickBooks Pro (2015 or later)
- Canadian editions of QuickBooks (2015 or later)
- UK editions of QuickBooks (2015 or later)
QuickBooks Web Connector 2.2.0.34 and newer versions support TLS 1.0, TLS 1.1 and TLS 1.2.
How it works
QuickBooks Desktop is a traditional on-premise application, where a physical copy is installed on someone’s computer (in some instances, on a server), and can be used entirely offline (it does not need an internet connection).
In order for it to communicate to the outside world over the internet, its creator Intuit has developed an add-on piece called the QuickBooks Web Connector (QWC). It acts as a proxy, enabling communication between QuickBooks Desktop and the internet over standard HTTP protocol.
Procurify integrates with QuickBooks Desktop via the QWC, where we provision custom configuration files that can be downloaded through our in-app QuickBooks Desktop integration page, and these configuration files can be loaded into the QWC. There are currently 5 available configurations, each with its unique purposes, and they are:
|
Integration Configuration |
Purpose & Behaviour |
|
AccountCode |
Every time it runs, it pulls all GL codes in QuickBooks Desktop into Procurify and displays them in the Procurify QuickBooks Desktop Integrations page as a preview. |
|
Vendor |
Every time it runs, it pulls all Vendors in QuickBooks Desktop into Procurify and displays them in the Procurify QuickBooks Desktop Integrations page as a preview. |
|
Purchase Orders |
Every time it runs, it pushes all PO’s in Procurify that have a Pending for sync status. |
|
Item Receipts |
Every time it runs, it pushes all Receive Logs in Procurify that have a PENDING for sync status. |
To view the sync status of these items, in Procurify go to Settings→Integration→QuickBooks Desktop
Before You Begin
There are a few things you want to prepare for before diving into the setup process, please be sure you have the following ready. If you discover you cannot meet some of the requirements below, reach out to your internal IT team.
- Administrator access to your Windows machine, where QuickBooks Desktop is installed
- You will be installing a new Windows application - the QuickBooks Web Connector. Not having Administrator access may prevent you from installing new apps.
- Admin access to your QuickBooks Desktop
- There is ONLY 1 admin user for every QuickBooks Desktop company file
- You can find out if you are the QuickBooks Desktop administrator if you navigate within QuickBooks Desktop to Company > Set Up Users & Passwords > Set Up User
- Admin access is required for switching between multi-user vs single-user mode and also installing QuickBooks web connector configurations.
- Integrations access in Procurify
- It is HIGHLY RECOMMENDED that you create a dedicated account in Procurify for integration purposes.
- Copy or save the password for the account above; you will need it later in the setup step!
- This dedicated user account will need this permission to navigate to the Procurify integration page.
- Contact your Procurify superuser, for permission if you cannot access the page.