QuickBooks Desktop connects through QuickBooks Web Connector. RapidCents gives you a connection file and a password. The password is shown so you can save it. It is not shown again as a stored password you can read later.
Who can use this. Integrations must allow Desktop, and you need the QuickBooks view or connect permission, or super admin. You cannot connect Desktop while QuickBooks Online is the active connection.
Before you start. Install QuickBooks Web Connector on the computer that opens the company file. You need permission in that company file to add an application.
Steps
- Open Integrations, then QuickBooks Desktop.
- Choose Create connection and enter a connection name.
- Save the password when the screen says Save this password now. Store it in your own password manager.
- Choose Download .qwc and add that file in Web Connector.
- Run Web Connector. Until the first successful run, RapidCents can say Waiting for first Web Connector sync.
- Open Recent Web Connector activity. Columns are Time, Request, Records, and Status. Empty text is No Web Connector activity yet.
| What you see | Meaning | What happens next |
|---|---|---|
| Download .qwc | The file Web Connector imports. | Downloading it does not sync data. |
| Rotate password | Issues a new password. Confirm before you continue. | The old password stops working. Update Web Connector. |
| Disconnect | Disables the connection after you confirm. | Later payments are not sent. Records already in Desktop remain there. |
| Username and password | The Web Connector credentials. | Treat them like a password. Do not email them. |
After you save or submit. The connection stays pending until Web Connector completes the first exchange. Then it can become active. An error status means the next run did not succeed.
Example. Example only: Example Cafe creates a Desktop connection named Example Cafe Desktop and downloads the .qwc file. Before the first Web Connector run, activity is empty and the status says it is waiting. After a successful fictional run, a row appears under Recent Web Connector activity. No card was charged by that setup.
Troubleshooting
- Online is already connected. Disconnect Online first, or do not start Desktop.
- You lost the password. Rotate password, save the new one, and update Web Connector.
- No Web Connector activity yet. Web Connector has not run. RapidCents does not push the company file by itself.
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