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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.
Keeping a Web Connector connection stable requires a QuickBooks Desktop user account that is always available. When your connection reuses an employee’s everyday login, QuickBooks can block the sync with a message that the same user is already signed in somewhere else. Creating a dedicated QuickBooks Desktop user for the Web Connector prevents that conflict, and it only consumes a license seat during the few seconds when a sync runs.
QuickBooks Desktop licensing is based on how many users are signed in at the same time, not how many usernames you create. This dedicated user only counts against your seat limit while a sync is actively running.

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Set up the dedicated QuickBooks Desktop user

1

Open QuickBooks Desktop

Launch QuickBooks Desktop on the computer that hosts your Web Connector connection.
2

Open the company file as the Admin user

Open the company file that syncs through the Web Connector and sign in with the QuickBooks Admin user.
3

Switch QuickBooks to single-user mode

If the title bar shows “Multi-user mode”, go to “File” → “Switch to Single-user Mode”.
4

Open the new user window

Pro or Premier: Go to “Company” → “Set Up Users and Passwords” → “Set Up Users”, then click “Add User”.Enterprise: Go to “Company” → “Users” → “Set Up Users and Roles”, then click “New”.
5

Create the dedicated user

Complete the setup dialog exactly as shown below so the Web Connector can sign in every time:
  1. Enter a distinctive username, ideally the name of the service you are syncing with (for example, Ramp), so teammates know this login is reserved for automated syncs.
  2. Set a strong password even though QuickBooks labels it “optional”. Weak or blank passwords cause QuickBooks to reject sync attempts.
  3. In Available Roles, select Full Access and move it to the assigned roles so the Web Connector reaches every area of the company file. If a warning appears, click Continue.
    This QuickBooks Desktop user must have Full Access permissions. Limited access roles can block requests and cause sync failures.
  4. Provide an email address tied to an Intuit account. QuickBooks requires this to authorize automated access; without it, the sync will fail.
    QuickBooks requires every QuickBooks Desktop user to have an Intuit account. Otherwise, the sync will fail.
  5. Click OK to save the user, then click Close to exit the user list.
Here is an example of the user creation dialog:New QuickBooks Desktop user with Full Access role assigned
6

Update the Web Connector connection to use this new user

Next, follow our guide for changing the Web Connector user so the connection logs in with this new dedicated user.
7

Keep QuickBooks open at the “No Company Open” window

Leave QuickBooks Desktop running as shown in the screenshot below on the computer that hosts the Web Connector so it can sign in briefly and then release the license seat.
Leaving QuickBooks at the “No Company Open” window ensures the Web Connector uses a license seat only while it is syncing. To make sure QuickBooks reopens to this screen after every reboot, follow our guide for launching QuickBooks Desktop at startup.
QuickBooks Desktop showing the required "No Company Open" window
With the dedicated user saved and QuickBooks sitting at the “No Company Open” window, your Web Connector can sign in automatically without bumping into anyone else’s account or consuming a license all day.