FAQ
QuickBooks Desktop FAQ for end-users
An FAQ guide written for the end-users of Conductor’s QuickBooks Desktop integration.
This guide is provided by Conductor, the service that powers the QuickBooks
Desktop integration for many business tools, including the one that sent you
here.
Basics and setup
What is the QuickBooks Desktop Web Connector?
What is the QuickBooks Desktop Web Connector?
The QuickBooks Web Connector is a program that comes preinstalled with
QuickBooks Desktop that the integration uses to securely sync your data.
This program always runs invisibly in the background on your computer and
starts automatically whenever you start your computer. If it does not start
automatically, the integration cannot reliably sync your data. The only time
you should ever see the Web Connector is when you first set up your
QuickBooks Desktop connection with the integration; other than that, it
should be invisible.
How does the integration connect with QuickBooks Desktop?
How does the integration connect with QuickBooks Desktop?
The integration uses the QuickBooks Web Connector, a built-in feature of
QuickBooks Desktop designed for secure data synchronization. This method is
officially recommended by QuickBooks and involves robust user authentication
and SSL (Secure Socket Layer) encryption. This ensures that your data is
encrypted during transmission, protecting it from unauthorized access.
Do I need to be signed in as the admin user?
Do I need to be signed in as the admin user?
No, signing in as the admin user is only required for the initial setup
process. After setup is complete, you can switch back to your regular
QuickBooks Desktop user.
Who is Conductor?
Who is Conductor?
Conductor is a technology provider that powers the QuickBooks Desktop
integration for the software you’re using. We specialize in creating secure,
reliable connections between different software platforms, ensuring your
data flows smoothly and safely from QuickBooks Desktop to your business
application.
Security and data
Do you store any of my QuickBooks Desktop data?
Do you store any of my QuickBooks Desktop data?
No, we do not store any of your QuickBooks Desktop data. The integration acts as a secure conduit, facilitating the transfer of information between your QuickBooks Desktop and the software you are using, without retaining any of that information on our systems.
What security measures are implemented to secure data?
What security measures are implemented to secure data?
Our QuickBooks Desktop integration adheres to the industry’s top security practices, including:
- SSL encryption: For secure data transmission.
- Encrypted API keys: Unique keys that ensure only authorized software can access your data.
- Zero data storage policy: We don’t store your QuickBooks data, maintaining your privacy.
- Continuous monitoring: Our systems are monitored continuously for any unusual activity to prevent unauthorized access.
Which QuickBooks Desktop data can the integration access?
Which QuickBooks Desktop data can the integration access?
The integration can read and write most data types in your QuickBooks Desktop, excluding sensitive personal information like Social Security Numbers and customer credit card details. This broad access is necessary because the QuickBooks Web Connector does not support limited permissions for selective data access.
Sync and performance
Does my computer need to be powered on to sync?
Does my computer need to be powered on to sync?
Yes, your computer must be powered on to sync your QuickBooks Desktop data.
Does QuickBooks Desktop need to be open to sync?
Does QuickBooks Desktop need to be open to sync?
No, QuickBooks Desktop does not need to be open for syncing. The Web Connector will automatically open QuickBooks when needed and close it after completing the sync. However, there are three scenarios to consider:
- Best: QuickBooks open with your company file loaded: This provides the fastest sync experience and is recommended when possible.
- Good: QuickBooks open but no company file loaded: To conserve license seats, you can keep QuickBooks at the “No Company Open” screen. The Web Connector will automatically open your company file when syncing. This is slower than option 1 but faster than option 3.
- Worst: QuickBooks completely closed: The Web Connector will launch QuickBooks automatically, but this significantly slows down the sync process due to application startup time.
How often does the integration access my data?
How often does the integration access my data?
The frequency of data access is determined by the software you are using.
Typically, data syncs occur when you initiate them (e.g., clicking a “sync”
button in your software). For specifics, please contact your software
provider.
Does the connection impact QuickBooks Desktop performance?
Does the connection impact QuickBooks Desktop performance?
No, the integration does not slow down QuickBooks Desktop. Here’s why:
- It uses the built-in Web Connector. When idle, it simply waits for new requests and does not interact with QuickBooks Desktop.
- Even when processing a request, QuickBooks Desktop performance would only be impacted by extremely large reads. We cap requests to reasonable page sizes to prevent this.
- The Web Connector is lightweight and checks for new requests every 10 seconds.
- We have never observed or received reports of the integration affecting system performance.
Is it a problem if the Web Connector says ‘Update postponed by application’?
Is it a problem if the Web Connector says ‘Update postponed by application’?
No problem at all—this message indicates the Web Connector checked for updates, but no sync is necessary at the moment.
Multiple computers and company files
Can I connect multiple QuickBooks company files on the same computer?
Can I connect multiple QuickBooks company files on the same computer?
Yes, you can connect to multiple company files on a single computer. It requires a specific setup to work correctly. Please see our guide on connecting multiple company files for critical setup instructions and best practices.
Can I set up the connection on more than one computer for the same company file?
Can I set up the connection on more than one computer for the same company file?
Yes. If your team shares a single QuickBooks Desktop company file on your office network, you can install the Web Connector connection on more than one Windows computer. Each computer will have its own entry in the QuickBooks Web Connector and can sync with that same company file. Many teams do this as a backup in case one computer is turned off or unavailable.
Important: The company file must live in the exact same folder path on every computer. The Web Connector uses the full path to decide which company file should receive a request. If the company file path is different on any computer (for example, different drive letters or folder names), syncs will fail.Simple ways to keep company file paths the same across all computers:
- Map the shared folder to the same drive letter on all computers (e.g., all use
S:\Accounting\...). - Or open the file using the same network path on every computer (e.g.,
\\SERVER\Share\Accounting\MyCompany.QBW).
Best practice: Set up the connection on the Windows server that hosts the
company file. These servers typically run 24/7, which removes the need to
maintain connections on multiple workstations.
Advanced setup and support
Does the integration support Rightworks (formerly Right Networks)?
Does the integration support Rightworks (formerly Right Networks)?
Yes, the integration fully supports QuickBooks Desktop when hosted on
Rightworks. For setup instructions, please see our Connecting to Rightworks
guide.
How can I remove the QuickBooks Desktop connection?
How can I remove the QuickBooks Desktop connection?
Please follow this guide to remove the
QuickBooks Desktop connection.
Any other questions?
Any other questions?
If you have any other questions, please check the other guides in the
sidebar, contact your software provider, or email us at
support@conductor.is.