> ## Documentation Index
> Fetch the complete documentation index at: https://docs.conductor.is/llms.txt
> Use this file to discover all available pages before exploring further.

# QuickBooks Desktop FAQ for end-users

> An FAQ guide written for the end-users of Conductor's QuickBooks Desktop integration.

<Info>
  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.
</Info>

This FAQ is designed to answer any questions you may have about your QuickBooks Desktop connection and Conductor, the technology provider that powers it.

## Basics and setup

<AccordionGroup>
  <Accordion title="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
    restarts automatically after reboot once you sign in to Windows with the
    user that runs the connection. 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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.

    The saved "Login as" user for automatic sign-in does not have to be Admin,
    but it must have Full Access permissions. See [Changing a connection's
    QuickBooks Desktop user](/help/guides/change-qbd-user) for more detail.
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>

## Security and data

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>

## Sync and performance

<AccordionGroup>
  <Accordion title="Does my computer need to be powered on and signed in to Windows to sync?">
    Yes, your computer must be powered on, connected to the internet, and signed in to Windows with the user that runs QuickBooks Desktop and the Web Connector.
  </Accordion>

  <Accordion title="Does QuickBooks Desktop need to be open to sync?">
    **We strongly recommend keeping QuickBooks Desktop open** for the best performance. There is no downside to keeping it open.

    <Tip>
      If you cannot stay signed in to the company file, for example to avoid occupying a QuickBooks Desktop seat or blocking Single-user Mode elsewhere, leave QuickBooks at the **"No Company Open"** screen. QuickBooks will then sign in automatically during each sync.
    </Tip>

    Scenarios to consider:

    * **BEST: QuickBooks kept open with your company file loaded:** This provides the fastest sync experience and is recommended when possible.

          <Warning>
            If QuickBooks is open with a different company file than the one you're trying to sync, the operation will return an error.
          </Warning>

    * **GOOD: QuickBooks kept open but no company file loaded:** If you need to conserve license seats or want to be able to sign in on another computer, 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 the previous option but faster than the next option.

    * **WORST: QuickBooks kept completely closed:** If QuickBooks Desktop is closed, the Web Connector will launch it automatically, but this significantly slows down the sync process due to application startup time and is a common cause of sync errors.

    <Info>
      For the complete recommended setup, including which computer to use and how to keep it syncing unattended, see our [ideal QuickBooks Desktop setup guide](/help/guides/ideal-qbd-setup).
    </Info>
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="What does &#x22;Update postponed by application&#x22; mean? Is it a problem?">
    No problem at all. This message indicates the Web Connector checked for updates, but no sync is necessary at the moment.
  </Accordion>

  <Accordion title="How do I prevent QuickBooks pop-up dialogs from interrupting the Web Connector?">
    When QuickBooks Desktop displays a pop-up dialog, such as reminders, alerts, or update prompts, the Web Connector will pause syncing until you close the dialog. Simply closing the pop-up will allow the sync to continue.

    <Tip>
      **If you need to run syncs unattended and want pop-ups to close automatically**, you can use a tool like [Popup Killer](http://www.pablosoftwaresolutions.com/html/popup_killer.html). This tool lets you specify window titles so it can automatically close QuickBooks dialogs as they appear.
    </Tip>
  </Accordion>
</AccordionGroup>

## Multiple computers and company files

<AccordionGroup>
  <Accordion title="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](/help/guides/multiple-connections-one-computer) for critical setup instructions and best practices.
  </Accordion>

  <Accordion title="Can I set up a connection to the same company file on multiple computers?">
    **Technically yes, but we discourage it.** We cannot control which computer picks up a request, and a failed sync does not say which computer reported it, so you cannot tell which computer an error is about.

    <Tip>
      **Instead, set up the connection on the server that hosts the company file.** If several computers open the same company file, it lives on a central host, usually an always-on Windows server that nobody uses for daily work.
    </Tip>

    If you insist on setting up the connection on multiple computers, keep Auto-Run enabled in the Web Connector on only one at a time: check it on the computer that should sync and uncheck it on the others.

    <Warning>
      **If you want to set it up on multiple computers, you must open the company file through the exact same folder path on every computer.** Conductor saves one path per connection and can only open QuickBooks Desktop automatically through that path. A computer that opens the file through a different route (for example, a mapped drive letter instead of the network path) can sync only while QuickBooks Desktop already has the file open there.

      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`).
    </Warning>

    **On Rightworks, it is fine to set up the same connection on multiple logins**, because every user usually sees the same company file path and Rightworks stops background programs when a user disconnects. The same limitation remains: you cannot identify or control which login a connection issue refers to.
  </Accordion>
</AccordionGroup>

## Advanced setup and support

<AccordionGroup>
  <Accordion title="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](/help/guides/rightworks).
  </Accordion>

  <Accordion title="How can I remove the QuickBooks Desktop connection?">
    Please follow [this guide](/help/guides/remove-connection) to remove the
    QuickBooks Desktop connection.
  </Accordion>

  <Accordion title="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](mailto:support@conductor.is).
  </Accordion>
</AccordionGroup>


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