Skip to main content
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.
Each QuickBooks Desktop Web Connector connection has a saved Login as user for automatic sign-in. This guide will show you how to change that user account and how QuickBooks decides which user is used during a sync.
Automatic sign-in can fail if the selected QuickBooks Desktop user is already signed in on another computer. Make sure to select a user who primarily works on the same computer to avoid conflicts.
If you want a login that only your Web Connector connection uses so it never conflicts with a coworker’s session, follow our guide to creating a dedicated QuickBooks Desktop user before proceeding.

​
Which QuickBooks Desktop user is used during syncs?

There are two different QuickBooks Desktop user states to understand:
  • If the company file is already open in QuickBooks Desktop: The Web Connector sends the sync through the currently signed-in QuickBooks session. For example, if Sam is signed in to the company file on the Web Connector computer, the sync runs through Sam’s open session, even if the saved Login as user is a different Full Access user. Sam’s permissions still apply to that sync.
  • If QuickBooks Desktop is closed or sitting at the “No Company Open” screen: When automatic login is enabled, QuickBooks uses the saved Login as user from the connection properties to open the company file and run the sync.
The initial setup still must be completed while signed in as the built-in QuickBooks Admin user so QuickBooks can grant the application permission to access the company file for the first time. After setup, the saved Login as user does not have to be Admin, but it must have Full Access permissions. To avoid conflicts, select a user who normally uses this computer, or create a dedicated Full Access user if you want a login reserved for syncing. When QuickBooks Desktop is at the “No Company Open” screen, the Web Connector signs in automatically with the saved Login as user.
1

Open QuickBooks Desktop

2

Open the company file for the connection you want to modify

3

Sign in as the QuickBooks Admin user

4

Switch to Single-user Mode

If you’re currently in Multi-user Mode, switch to Single-user Mode by going to “File” → “Switch to Single-user Mode” in the top menu bar.
5

Open the Integrated Applications preferences

  1. Go to “Edit” → “Preferences” in the top menu bar.
  2. In the Preferences window that appears, navigate to “Integrated Applications” in the left sidebar.
  3. Click on the “Company Preferences” tab at the top of the window.
6

Open the connection's Properties window

  1. In the list of connections find the row that matches your Web Connector connection.
  2. Select it and click Properties.
7

Change the user for your connection

  1. In the connection Properties window that appears, look for the “Login as” dropdown menu.
  2. Select the user you want to assign to this connection from the dropdown.
This QuickBooks Desktop user must have Full Access permissions. Limited access roles can block requests and cause sync failures.
8

Save your changes

  1. Click “OK” in the “Application Properties” dialog to confirm the user change.
  2. Click “OK” in the Preferences window to save all changes.
You’re done! From now on, the QuickBooks Desktop connection will use the selected user account when it needs to sign in automatically.