QuickBooks Desktop

Learn how to use the QuickBooks Desktop Connector in DBSync Cloud Workflow

Overview

The QuickBooks Desktop Connector in DBSync Cloud Workflow enables secure integration between QuickBooks Desktop (Pro, Premier, and Enterprise editions) and other enterprise systems such as CRM, ERP, eCommerce platforms, payment gateways, and reporting tools.

This connector allows organizations to automate the synchronization of accounting and financial data — including customers, invoices, payments, and inventory — between QuickBooks Desktop and external applications, eliminating manual imports and reducing accounting errors.

Key Benefits

For Business Users:

• Accurate Financial Data: Keep accounting records synchronized across systems.

• Reduced Manual Effort: Eliminate CSV imports and repetitive data entry.

• Faster Financial Close: Ensure timely availability of financial data for reporting.

For Technical Teams:

• Bi-Directional Sync: Supports both inbound and outbound data flows.

• Controlled Data Operations: Fine-grained control over objects and sync direction.

Uses

1. Eliminate manual data entry by connecting QuickBooks to other systems that are supported by DBSync.

2. Automate business processes to increase efficiency across departments by reducing data reconciliation.

3. Maintain accurate customer, item, vendor, and invoice records when synchronizing data with QuickBooks Desktop.

Supported Versions

• QuickBooks Desktop 2010 onwards.

• Pro, Premier, and Enterprise Editions.

• US, Canada, and the UK.

NOTE

QuickBooks Desktop integration is supported on Windows only.

Supported QuickBooks Desktop Objects

The QuickBooks Desktop Connector supports a wide range of accounting and operational objects, including:

• Customers & Vendors

• Items / Products & Services

• Invoices & Sales Receipts

• Payments & Credits

• Bills & Bill Payments

• Purchase Orders

• Inventory & Non-Inventory Items

• Chart of Accounts

These objects can be used as sources or targets in workflows for automated financial integrations.

Prerequisites

1

DBSync Cloud Workflow Access

• A valid license for the QuickBooks Desktop connector and access to the DBSync Cloud Workflow platform.

2

QuickBooks Web Connector on Local

• QuickBooks Web-Connector installed and running on your machine. To download, click the link.

3

QuickBooks Desktop Admin rights

• QuickBooks Desktop administrative rights to make required changes.

Connector Configuration

Each QuickBooks Desktop connector instance represents a connection to a single QuickBooks company file. To integrate multiple company files, configure separate connector instances.

Property	Description	Required
QuickBooks File	The path of the QuickBooks file where it is hosted. To obtain the file path: 1. Open the QuickBooks file 2. Press the function F2 key from your keyboard In the pop-up, the QuickBooks file path can be seen in the File Information section.	Yes
QuickBooks Version	Select the relevant version of your QuickBooks Desktop from the available values.	Yes
Number of Retries	From the dropdown, select the total number of retry attempts for the failed operations	Yes

This authorization ensures secure and controlled access to accounting data.

Quick Setup Guide

Follow these steps to configure the QuickBooks Desktop Connector:

1

1. Login to DBSync Cloud Workflow

• Use your DBSync credentials to access the platform.

2

2. Add the QuickBooks Desktop Connector

• Navigate to the connectors list in the Apps pane and select QuickBooks Connector from the connectors list.

3

3. Enter values in the required fields

• QuickBooks File: To know the path, open the QuickBooks app and press the function F2 (or Fn+F2) key from your keyboard. File path is mentioned in the 'File Information' section.

• QuickBooks Version: Choose the version as 2014 and more

• Number of Retries: Select the Number of Retry Count, usually 2.

• Click Save Connection.

  

4

4. Download WebConnector and configure

• Click Download WebConnector.

  

Enter the

• Enter the Download Web Connector

  • Project Name: From the dropdown, ensure that you select the required project.

  • Process Name: From the dropdown, select the process that needs to be automated.

  • Click Download.

• Using the browser Download option, double-click the .qwc file that got downloaded to your system.

• Ensure your QuickBooks Desktop file is open.

• Select Yes, always; allow access even if QuickBooks is not running.

• Next, select Admin.

• Click Continue.

DBSync integration process will be added to your QuickBooks Web-Connector.

• Once the process is added to the web-connector, add the DBSync account password in the Password section of the Web-Connector. Then press ENTER and click yes.

5

5. Run the Web Service

• Select the DBSync WebConnector application and click Update Selected.

• The WebConnector will start updating the information and the progress bar will show the status of completion.

After setup, QuickBooks Desktop objects become available within workflows.

Common Use Cases

The QuickBooks Desktop Connector supports a wide range of financial automation scenarios:

• CRM to Accounting Sync — Automatically sync customers, invoices, and payments from CRM systems into QuickBooks.

• eCommerce Order Processing — Push orders, customers, and payment details into QuickBooks Desktop.

• Inventory Synchronization — Keep item and inventory data aligned across sales and accounting systems.

• Financial Reporting — Extract accounting data into data warehouses or BI tools.

• Multi-System Accounting Automation — Centralize accounting operations while supporting multiple upstream systems.

Summary

The QuickBooks Desktop Connector in DBSync Cloud Workflow provides a robust and secure solution for integrating on-premise accounting systems with cloud applications. By automating financial data flows and leveraging the DBSync Agent architecture, organizations can eliminate manual processes, improve data accuracy, and streamline accounting operations across systems.

Frequently Asked Questions (FAQ)

Is this connector secure?

Yes - all communication between DBSync Cloud, the Agent, and QuickBooks Desktop is encrypted.

Can I sync multiple company files?

Yes - configure a separate connector for each company file.

Can this connector be used for Bi-Directional sync?

Yes. Workflows can be configured for one-way or bi-directional synchronization.

Is this connector available with On-Demand or On-Premise Versions?

Yes, it is available for both versions.

How Frequently can we perform Sync?

Sync can be performed every minute.

Does this support Enterprise features?

Yes - Enterprise-specific objects are supported where available in the QuickBooks API.

Useful Links

QuickBooks Website

Intuit Developer Portal

QuickBooks Desktop User Guide