Quickbooks Desktop
Here’s everything you need to know about the QBD integration and how it works with the Alternative Payments platform.
Quickbooks Desktop is available for partners to use in conjunction with their Alternative Partner Dashboard to sync invoices to our platform and auto-reconcile invoice payments back to QBD. Once the integration is connected, a dropdown menu will appear in the Integrations section and partners can select the bank account in Quickbooks Desktop where they want deposits to be recorded.
Overview of synced items & frequency
Invoices
5 mins
Customers
5 mins
Payments
5 mins
Deposits
❌
Archiving invoices
5 mins
Archiving customers
5 mins
Delete Payments
5 mins
PDF Invoices
❌
NOTE: You can select how often you want the connector to sync. By default, it’s every 5 minutes and the sync time for these items will default to whatever is selected/updated.
Quickbooks Desktop sync details
Invoice Status Update
Invoice statuses updated in QBD will sync to Alternative Payments and vice versa (two-way sync). If a payment fails in Alternative Payments, it will revert the payment status back in QBD as well according to the sync time.
Changes to Unpaid Invoices
Changes to unpaid invoices (amount and due date) in QBD will sync to Alternative Payments; changes to unpaid invoices in Alternative Payment will not sync back to QBD
Partial Payments/Credits
Any partial invoice payments/credits applied in an invoice in QBD will reflect in the outstanding balance of the invoice in Alternative Payments
Customer Created in Alternative
Customers created in Alternative do not sync to QBD
Invoices Created in Alternative
Invoices created in Alternative do not sync to QBD.
Deleted Invoices and Customers
Invoices and customers deleted in QBD sync back to Alternative based on the connector sync time the partner has configured.
PDF Invoice
No PDF invoice is synced back to Alternative, however, line items are synced in from QBD into an internal invoice.
Quickbooks Desktop Overview
Multi-computer/multi-server installation: The initial setup for the connector should be installed by Admin and can be installed on a server or computer where Quickbooks Desktop is installed. Once the initial connection is completed, it can then be installed on multiple computers / servers (Alternative Payments will need to provide a specific link for other team members to install the connector on a different server/computer). Ideally, it should be installed on the user’s computer/server they access who is spending the most time on the QBD.
Updating sync time: By default the sync is every 5 minutes. To update within Quickbooks Desktop, go to File > App Management > Update Web Services. This will show the pop-up window to manage the Alternative Payments application and adjust the sync time. You will also be able to trigger a manual sync from here.
Payments and deposits: Once the first initial sync is completed, you will need to select an account to record payments and an account to record deposits in the drop-downs within the Integrations section of your dashboard. It is recommended to select "Undeposited Funds" as the account for payments and a bank account for deposits.
How to connect Quickbooks Desktop to your Partner Dashboard
Connect your Quickbooks Desktop to make reconciliation easy by following these steps:
Make sure you’re on the computer/server with Quickbooks Desktop running.
Select Connect in the Quickbooks Desktop module with the Integrations section of your Alternative Payments dashboard.
Input Quickbooks Desktop Options: A “Connect with Alternative Payments” Rutter window pop-up will appear. Enter both the Company name as well as the Company File Path, if available.
NOTE: The Company File Path is important, as saving that will ensure that data is synced even when Quickbooks Desktop is not running (recommended) and if other users need to install the connector on their own computers/for their own accounts after the first initial installation is completed.
Download and Run the QuickBooks Desktop Web Connector: Click on the QWC file to download the connector. Open your QuickBooks Desktop application. Navigate to File -> App Management -> Update web services. This will launch the QBD Web Connector.
Add the Web Connector to QuickBooks Desktop After the QBD Web Connector is open, you can either double click the "quickbooks.qwc" file you downloaded to open it in the Web Connector or you can select "Add an application" to add the qwc connector file. This "Authorize New Web Service" will pop up. Click on OK.
An Application Permission popup will then appear. Recommendation is to select “Yes, always allow access, even when my Quickbooks isn’t running.” Please leave the box to allow access to personal data unchecked and click on "Continue."
The Application permission confirmation window will pop up. Please select "Confirm."
Start Sync and Add Password In the QBD web connector, you will see an Alternative Payments connector application showing. Select the checkbox next to the Alternative Payments app, then select “Update Selected.”
Navigate back to the Rutter window pop-up and copy the unique password. Input the password for the application back into the QBD web connector.
Note: Make sure to keep the password stored in case you need to re-input.
A window will automatically pop up prompting you to Save the password. (If it doesn't pop up automatically, select the Tab button on your keyboard).
This password is critical as connection syncs will not function correctly unless the end user is able to add this password into QuickBooks Desktop.
The sync will begin running. The Application Progress bar will run through then the Total Progress bar will run through.
Once the sync has authenticated, the original download link window will show Authentication Complete!
The sync will still run in the Quickbooks Windows Connector pop up until the progress bars for both hits 100%.
NOTE: The integration will first sync the last 12 months of data, then it will sync in historical data. Sync completion time will vary depending on the amount of data that is within Quickbooks Desktop.
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