QuickBooks Desktop

QuickBooks is one of the leading accounting software providers around the world. It lets companies accept payments, manage and pay bills, as well as manage payroll. QuickBooks offers both on-premises and cloud-based solutions.

Hosting

QuickBooks Desktop (QBD) is an on-premises software that needs to be installed on your device.

Setup and integration

Step 1: Install the connector software

1. In your MobiClocks Web App, navigate to Administration () > Integrations > Overview and activate QuickBooks Desktop from the list.
2. Go to Administration () > Integrations > QuickBooks Desktop > Setup and select QBWC software to download QuickBooks Web Connector (QBWC) to your device. QBWC serves as a medium between your MobiClocks environment and QBD.
3. Install QBWC on your device.

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NOTE

QBWC is a Microsoft Windows application and can only be installed on Windows operating systems.

Step 2: Download and open the connector file

1. From Administration () > Integrations > QuickBooks Desktop > Setup select QWC file to download the connector file to your device.
2. Make sure QBD is opened on your device before proceeding with the next steps.
3. Open the downloaded file with QBWC installed in the previous step.
4. In the window that opens next, select OK to authorize access to QBD.
5. Next, you'll be prompted to confirm that you allow the file to read and modify QBD data and select one of the available access options. To ensure an uninterrupted connection with QBD, select the last option: Yes, always; allow access even if QuickBooks is not running.

As soon as the file is opened with QBWC, the connection between MobiClocks and QBD is established. In the next step, you configure the connection and check it.

Step 3: Configure and check the connection

After you open the connector file with QBWC, you'll have the MobiClocks application added to the list of applications as shown in the following screenshot.

Perform the following steps:

1. Select the MobiClocks application by selecting the checkbox in the first column.
2. Under the Every-Min field, you specify how frequently (in minutes) QBD checks for sync or publish requests from MobiClocks. By default, the value is 1 but you can modify it. If, for example, the value is set to 2, QBD checks for requests every two minutes and processes them. See Payroll publishing and Data sync and import sections of this topic to learn more about syncing from and publishing to QBD.
3. Navigate to Administration () > Integrations > QuickBooks Desktop > Setup and, in the Generate password section, select GENERATE and copy the generated password.
4. Go back to QBWC and paste the password under the Password field. This ensures additional security for the connection.
5. Select Update Selected to check the connection. If you get a success message, then the setup is complete and you can start exchanging data between MobiClocks and QBD. In case you face any issues that you are not able to address, please contact us.

Payroll publishing

The QBD integration supports payroll publishing. After connecting the software with MobiClocks, when you move a payroll item to Published in the payroll dashboard, the payroll report is automatically sent to QBD where it can then be processed.

Note that payroll is not published immediately, but a publish request is sent to QBD, which is in turn processed according to the schedule specified in the Establish the connection step of the setup. To check the status of the publish request, navigate to Administration () > Integrations > QuickBooks Desktop > Query Statuses and check the Status of your Publish Action. The following statuses are possible:

• To do. Processing is pending and will start according to the schedule.
• Processing. Processing is currently in progress.
• Processed. The request has been processed and payroll has been published to QBD.

Data sync and import

QBD can serve as a data source for your MobiClocks environment. The integration supports data sync and import for the following modules:

• Job Sites. Imported to Job sites.

• Vendors. Imported to Companies.

• Employees. Imported to Employees.

• Standard Cost Codes. Standard cost codes are shared across all job sites and are imported to MobiClocks accordingly.

• Payroll Items. Imported to Administration () > Payroll > Payroll Items.

• Pay Classes. Payroll classes are called pay classes in MobiClocks and are assigned to individual job sites. If the imported pay class entry contains the job site it is assigned to, it is imported to the indicated job site. If not, the pay class is converted to a standard pay class and shared across all job sites.

Note that data is not synced immediately, but a sync request is sent to QBD, which is in turn processed according to the schedule specified in the Establish the connection step of the setup. To check the status of the sync request, navigate to Administration () > Integrations > QuickBooks Desktop > Query Statuses and check the Status of your Sync Action. The following statuses are possible:

• To do. Processing is pending and will start according to the schedule.
• Processing. Processing is currently in progress.
• Processed. The request has been processed and the data has been synced to MobiClocks.