Linking companies using the QuickBooks connector
The QuickBooks connector must be run on the same computer where QuickBooks Desktop is installed. If in doubt, the user connecting their company data should use the computer they normally use when working with QuickBooks.
Before starting the linking process, the user must open QuickBooks and log in to the company they wish to link.
The first step is for the user to download the connector from a Codat link URL.
The connector is a .exe file. Its file name includes your company name so it is recognisable by the user. The file is also signed using an Extended Validation Code Signing Digital Certificate issued by GlobalSign to increase trust when downloading.
If you're using the Codat link flow, the user can download the connector after selecting QuickBooks Desktop as their accounting package.
If you've built your own link flow, the linkUrl field on the company's QuickBooks data connection will initiate the installer download.
The connector operates on a user level, meaning it does not require administrator privileges (admin rights) to run on most systems. Some stricter corporate policies may require admin rights to run; in these instances, users should be familiar with their internal process for requesting permission from their IT department.
The user must run the downloaded file to start the connector. They will be prompted to enter their licence key; this is the same as their CompanyId in Codat.
Link flows and licence keys
The licence key is only shown to the customer automatically if you're using the Codat link flow rather than building your own.
The user should select which region they are in (either Canada, UK or US) and click Link. The connector will initiate the connection with QuickBooks which will then prompt the user to grant access.
Open one copy of QuickBooks
If QuickBooks is not open (or there is more than one copy of QuickBooks open) when the user clicks Link, they will be shown an error explaining that they need to ensure there is one copy of QuickBooks running and that they are logged in.
In QuickBooks, the user is prompted to allow the application to read and modify the QuickBooks company file. Any of the Yes options allow the connector to work but we suggest users choose Allow access even if QuickBooks is not running for the best experience.
Options may vary between QuickBooks versions but are similar to:
- Yes, prompt each time
- Yes, whenever this QuickBooks company file is open
- Yes, always; allow access even if QuickBooks is not running.
In all cases, we recommend choosing the option that allows the most access to QuickBooks so that you can sync data as easily as possible.
Once access to QuickBooks has been granted, the connector will process the datasets you have chosen to fetch on first link (see Data Sync Settings). Upon completion of the first link, a message will be shown to the user confirming that their data has been synchronised.
If you have chosen to have your connectors perform a one-time synchronisation, the connector will uninstall itself and set the company status to deauthorised.
If you have chosen to install your connectors for ongoing synchronisations, the connector will minimise to the system tray and periodically process any dataset syncs or pushes you have queued using the Codat portal or API. The connector will also be set to automatically start when the system reboots.
Updated about 2 months ago