QuickBooks Desktop Integration Guide


Integration Setup

Open Settings > Configuration > QuickBooks Desktop Web Connector and fill in the requirements below

qbd settings configuration01
qbd settings configuration02
  • Fill in all accounts in QuickBooks Desktop Web Connector Settings (Must be a valid Account in QBD)
    • Income Account QBD Name: must be an account of type "Income"
    • COG Account QBD Name: must be an account of type "Cost of Goods Sold"
    • Asset Account QBD Name: must be an account of type "Fixed Asset"
  • Fill in all list items in QuickBooks Desktop Web Connector Settings (Must be a valid list item in QBD)
    • Item QBD Name: This list item is used for Invoices and Estimates/Credit Memos for each "item" line.
    • Labor QBD Name: This list item is used for Invoices and Estimates/Credit Memos for each "Labor" line.
    • Timesheet QBD Name: This list item is used in Timesheets as the Line Item type.
  • Set the Invoice "Last Sync" date/time(optional) - If you do not set this, all invoices that meet criteria will be pushed up to QuickBooks on first sync. This may duplicate items in QuickBooks if you already have them set.
  • Set the Timesheets "Last Sync" date/time(optional) - If you do not set this, all Timesheets will be pushed up to QuickBooks on first sync. This may duplicate items in QuickBooks if you already have them set.

QB Desktop Chart of Accounts

qbd chart of accounts

QB Desktop List Items

qbd item list

Set a strong password in QuickBooks Desktop Web Connector Settings

  • Password must contain a combination of Uppercase, Lowercase, Numbers and Symbols to be a "strong" password.
  • Strength of the password will be indicated by the color of the save button. Dark Green as shown in the image below is desired.
qbd settings password strong

Additional Requirements/Settings

  • QuickBooks Desktop should be set to charge sales tax with at least 1 tax item labeled as "TAX"
  • The QWC File when loaded into the Web Connector has a 1:1 relationship with the company file that was open and permissions approved for. If you need to change company files, you will need to download a new QWC File and load it for that company as well.
  • You can schedule the Web Connector to Auto-Run ever X minutes if you desire
    • You can still manually update when its scheduled like normal
    • Do NOT set this for less than 30 minutes
  • Click "Remove" to completely remove the ability of the Web Connector to communicate with ProjX360. You can always load another QWC File if you desire to have the connection back.

Setup QuickBooks Desktop to communicate with ProjX360

QuickBooks Desktop uses a "Web Connector" to facilitate the communications between your desktop software and our cloud service. You must install the "Web Connector" on the PC where your QuickBooks desktop is installed, and that PC must have an internet connection to be able to communicate with our service. Information about the Web Connector, installation instructions and download link can be found here:

Once downloaded, install the Web Connector.

You will need to then download the "QWC" file that tells the Web Connector how to communicate with ProjX360.

qbd qwc download

Locate the QWC file you downloaded and double click it or open it with the Web Connector application. The Web Connector will ask for permissions from QuickBooks and have you confirm a few permissions screens to setup the connection.

qbd Web Connector flow

Once the connection is showing up in the Web Connector you must tell the Web Connector the password you setup in ProjX360 for it. Type that in making sure it is entered exactly as entered in ProjX360, and hit enter and confirm setting the password for the connection.

qbd Web Connector password

Syncing Items between ProjX360 and QuickBooks Desktop using the Web Connector

The syncing process between ProjX360 and QuickBooks Desktop using the Web Connector is best described as ProjX360 putting items into a mailbox that waits for the Web Connector to pick up the items for QuickBooks, and then the Web Connector itself leaves items in that same mailbox with the response from QuickBooks. This disconnected way of communicating has some additional steps needed to process the data, so you may need to sync some items a couple times before all of the matches and items have been processed fully.

In the Integrations menu item you will now see an integration panel for QuickBooks Desktop Web Connector

qbd integration select

Select the items you wish to sync from this list and click the Process/Select button when enabled.

  • Customers sync changes from ProjX360 to QuickBooks Desktop. All changes should be made in ProjX360, any changes made in QuickBooks will be overwritten once synced.
    • If ProjX360's Client list is empty you will be given the opportunity to import ALL of your QuickBooks clients into ProjX360. If you do not wish to import ALL of your clients, prepare a CSV import and send it to This email address is being protected from spambots. You need JavaScript enabled to view it. instead.
    • On first sync of Clients you may be presented a message and button to "Match" clients. Click that and process the matches in the Modal that pops up. qbd integration match clients
    • Clicking Auto Match will attempt to match the entire list of clients from QuickBooks Desktop with ProjX360 based on the criteria shown.
    • You can also choose to Match clients manually by clicking the smaller "Match" button next to each client
    • If you do not wish to be asked to match this client moving forward you can choose the "Ignore" button. Keep in mind that we will ignore that QuickBooks Desktop client moving forward and you will not be given the opportunity to Match or Add that client again
    • If you wish to add the Client we found in QuickBooks to ProjX360, you can click the "Add" button and it will be added and matched for you.
    • You can sort and search this table as needed, but you must clear all unmatched clients by either matching or ignoring them before being able to add any other items to the sync queue. qbd integration match modal
  • Employees, Suppliers and Products must be matched or ignored in similar fashion to Clients. Due to the data fields we receive from QuickBooks Desktop on these types of items, we cannot offer an "Add" for them, they must be added manually to ProjX360 before you can match the record.
  • All Invoices are sent from ProjX360 to QuickBooks since the date & time in the Invoice Last Sync setting. This date & time is updated every time you perform an Invoice Sync, so there is no need to change this on an ongoing basis.
  • Proposals are sent to QuickBooks as an Estimate if it has a positive grand total, or as a Credit Memo if it is a negative grand total.
  • Invoices and Proposals must have at least 1 line and a valid Client or it will not be put into QuickBooks successfully.
  • Timesheets are sent to QuickBooks for all employees in ProjX360 that have time entries since the Last Sync date & time. Only time entries that have a valid client for the project selected in the time entry will be sent to QuickBooks. So make sure that you have a client set on every project, or that time will NOT sync to QuickBooks.
  • You must click "Update Selected" from the QuickBooks Desktop Web Connector before you can add additional items to the Queue. qbd integration queue
    qbd Web Connector update
  • If the process encounters errors during the sync you will be presented an option to view the log and clear those errors. Sometimes the errors are helpful and will explain the issue encountered, but other times the error may just be a generic "error". If you can't figure out why certain items are not going up, please contact ProjX360 Support and we can help sort out the issues.qbd integration errors

Important field size restrictions(# of characters) in QuickBooks Desktop

*Data longer than the limits will be truncated at that limit

Customers / Employees:

  • First Name: 25 Characters
  • Last Name: 25 Characters
  • Company Name: 41 Characters
  • Phone: 21 Characters

 

  • Address: 41 Characters
  • City: 31 Characters
  • State: 21 Characters
  • Postcode: 13 Characters
  • Country: 31 Characters

Suppliers:

  • Name: 41 Characters
  • Address: 41 Characters
  • City: 31 Characters
  • State: 21 Characters
  • Postcode: 13 Characters
  • Country: 31 Characters
  • Phone: 21 Characters

Products:

  • Name: 31 Characters
  • Model Number: 31 Characters
  • Company Name: 41 Characters
  • Description: 4095 Characters