Connect your QuickBooks Online account to bring data from QuickBooks to AR Automation's robust invoicing platform and ensure it syncs automatically.
Note: You might need to be a QuickBooks user with admin permissions to connect your QuickBooks Online account to AR Automation.
- Log in to AR Automation
- Navigation to Account > Accounting
- Click Connect to QuickBooks
- On the pop-up screen, enter your QuickBooks Online credentials and select Sign In. You can also click Sign In with Google Account and log in using the email associated with your QuickBooks account.
- If your credentials have access to more than one QuickBooks Online company, select the company you wish to connect.
If you are reconnecting your QuickBooks account, please make sure to connect the same QuickBooks account that was connected previously, otherwise this may lead to data collision.
- Complete the integration by selecting Confirm.
Connect your QuickBooks Desktop account to bring data from QuickBooks Desktop to your AR Automation account.
- Log in to AR Automation.
- Navigate to Account > Accounting.
- Click Connect to QuickBooks Desktop.
Next, follow the steps described in the pop-up window:
- On your QuickBooks Desktop Machine install QuickBooks Web Connector. QuickBooks Web Connector is a tool that Intuit provides allowing you to connect Quickbooks Desktop to third party applications. You can download the web connector file here. If you already have it installed, you can skip this step.
- Download the QuickBooks Configuration File and then open it via QuickBooks Web Connector. The link to download the configuration file is available in the connectivity pop-up window.
It is important to save the configuration file to the same machine on which QuickBooks Desktop is running. Be sure to open QuickBooks to the Company File you want to use.
Once you have downloaded the QuickBooks Configuration File, open it. It will show up in your web connector. Now, you can copy your unique Web Connector Password from the connectivity pop-up window and paste it into the web connector.
The pop-up window will automatically be closed once the connection is established.
To initiate synchronization: In the QuickBooks Desktop web connector, choose the application checkbox for AR Automation and select Update Selected to run the sync.
You can only connect one QuickBooks account to AR Automation.
AR Automation automatically launches synchronization with your QuickBooks Online account every two hours. Additionally, you may initiate a sync at any time by clicking on the Sync Account button in your AR Automation account.
The synchronization process may take up to a few hours, depending on how much data you have. The initial synchronization (upon Accounting System connection) may take longer than a regular sync, since the system is syncing all the data available in your systems. During a regular sync, we pull data from your Accounting System account that has been modified within the last two weeks.
There is no direct way of stopping synchronization between the two systems. In order to stop data synchronization, disconnect your QuickBooks account from your AR Automation account.
Yes, synchronization between AR Automation and QuickBooks works both ways. Regardless of where the invoice has been created, it will sync to the other account.
You can select which objects to synchronize from your accounting system or which objects you want to push to the accounting system under Preferences > the Accounting tab.
- Do not sync from Accounting System
- Do not sync to Accounting System
You can decide whether you want to sync all customers or only active customers to your QuickBooks account by selecting the corresponding Customer Status under Preferences > the Accounting tab.
In order to sync payments recorded in AR Automation to your QuickBooks account, please make sure that you have a Payment Account selected under account settings. This is the QuickBooks Online payment account where payments processed through AR Automation will be deposited.
If you see that some data in your AR Automation account is missing and you cannot sync any invoice or customer, it may be because your connection to QuickBooks has been deauthorized. Usually, the authentication failure occurs due to password or permission change. To fix this, please disconnect and reconnect your QuickBooks Online account.
To disconnect from QuickBooks Online:
- Navigate to Account > Accounting Settings
- Click the Disconnect button and confirm.
Note: Upon disconnecting your QuickBooks Online account, data in AR Automation will not be removed. However, it is important to reconnect the same QuickBooks account that was connected before.
Synchronization occurs whenever you intiate it. Whenever you want to synchronize your account, launch the synchronization through the web connector.
During synchronization, your QuickBooks account and web connector have to be up and running until synchronization is complete. If you want to run the synchronization without having to keep QuickBooks Desktop running, you need to specify the QuickBooks Company File location under account settings.
- In QuickBooks, open your company file.
- Press F2.
- Copy the file path from QuickBooks > File Information > Location
Please be aware that synchronization time with QuickBooks Desktop is a bit longer than with the online accounting systems. The delay may take place if you have a lot of data to import/export. The Application Progress bar at the bottom of your web connector window usually progresses quickly until it reaches 67% percent and then it tends to slow down. This is a normal behavior so there's no need to abort the synchronization and restart.
If the synchronization was aborted with an error message you don't understand, get in touch with our Support Team at [email protected]. Include a screenshot of the error message itself as well as the log file. Find the log file by clicking the View Log button on your web connector app.
Upon migration from one Accounting System to another, your AR Automation account needs to be prepared in order to avoid data collision. There are several options available for the migration procedure, and we recommend working with our internal team to determine the best route. Get in touch with our Support Team at [email protected] if you want to proceed with the migration.
Updated 10 months ago