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Using the Intuit QuickBooks Web Connector

The Intuit QuickBooks Web Connector is a Windows application developed by Intuit that allows data exchange with QuickBooks Desktop. It can be downloaded here.

Since QuickBooks Desktop POS doesn’t have a standard API to use for integrations, our syncing solution uses a combination of our proprietary WordPress plugin + the Intuit Web Connector to sync data. For more information on how our sync works, read our article here.

Although we detail how to setup the QuickBooks Web Connector in our installation instructions here, the purpose of this article is to clarify and recommend everyday use practices for using the QuickBooks Web Connector with our syncing solution.

QuickBooks POS requires that version 2.1.0.30 of the web connector be used. Running a later version of the Web connector will result in errors.

If the Web Connector is already installed on your computer, you can easily access it by visiting File > Update Web Services inside your QuickBooks company.

Initial Use / Setup

After installing the QuickBooks Web Connector application on your computer, as shown in our installation instructions, you’ll download a connection file from our plugin and Add it as an Application to the QuickBooks Web Connector. 

Handy Tip!

Right-click the QuickBooks Web Connector icon in your Windows task bar to pin it to the task bar for easy future access!

During setup, and while running the first few initial updates/syncs, we recommend you keep the AutoRun checkbox off, and instead select the checkbox to the left of the application, then click the Update Selected button on the top of the window to manually initiate a sync. This gives you more control over the interval of the syncing as you get comfortable doing the initial data refresh – then syncing your first data with our plugin. 

Ongoing Use

If you wish to have more control over when data is synced into QuickBooks through the Web Connector, you may leave the AutoRun box unchecked and simply click Update Selected whenever you wish to run a sync. Our plugin will simply build up activity in the plugin Queue since the last sync was performed – so it’s perfectly fine to manually run the sync whenever you’d like.

However, if you would like data to be synced more regularly or in near-realtime to QuickBooks, this is where the AutoRun feature comes in. To have the QuickBooks Web Connector automatically connect to our plugin and sync data to QuickBooks on a regular basis, check the AutoRun box, and set a value (in minutes) for how often you’d like the sync to run. Our recommended values are between 10 – 60. You can set it lower than 10 for closer to a real time sync, however this depends on the volume of data that would be queued in 10 minutes – you want to ensure the Web Connector finishes the sync before a new one starts.

Multiple Computers

Sometimes you may have multiple users (with their own computer) in your company who would like to use the web connector to sync data from your site with QuickBooks.

Normally, we recommend only one user/computer use the Web Connector to control syncing with your site, but in some cases, we understand the need to allow multiple users to sync with the website. This can be accomplished by visiting MyWorks Sync > Connection in your website admin on the user’s computer, and clicking Save & Generate QWC file to download a connection file on their computer. This file can then be added to their Web Connector to authenticate with the site.

When authenticating multiple users with the site, there are a few important notes to keep in mind:

  • Only one user can be syncing with the site at once. We recommend you only have the Web Connector open on one computer at a time to ensure this.
  • The username/password set in MyWorks Sync > Connection must remain the same and unchanged when generating QWC files for multiple users. If it is changed at any time, you will receive unexpected results and authentication errors for some users.
Updated on November 30, 2018

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