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[NO QA] New article: Create Connect-to-QuickBooks-Desktop.md
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‎docs/articles/new-expensify/connections/quickbooks-desktop/Connect-to-QuickBooks-Desktop.md

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---
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title: QuickBooks Desktop
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description: Easily connect Expensify to QuickBooks Desktop for streamlined expense management and accounting.
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order: 1
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---
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QuickBooks Desktop is accounting software developed by Intuit, designed for small and medium-sized businesses to manage financial tasks. Connecting Expensify to QuickBooks Desktop makes expense management seamless.
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This guide walks you through connecting Expensify to QuickBooks Desktop, ensuring a smooth integration for managing your business expenses efficiently.
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---
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# Connect to QuickBooks Desktop
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{% include info.html %}
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To connect QuickBooks Desktop to Expensify, you must log into QuickBooks Desktop as an Admin. The company file you want to connect must be the only one open.
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{% include end-info.html %}
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1. In Expensify, click your profile image or icon in the bottom-left menu.
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2. Scroll down and click **Workspaces** in the left menu.
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3. Select the workspace to connect to QuickBooks Desktop.
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4. Click **More features** in the left menu.
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5. In the **Integrate** section, enable the **Accounting** toggle.
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6. Click **Accounting** in the left menu.
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7. Click **Set up** next to QuickBooks Desktop.
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8. Click **Copy** to copy the link. Paste this link into the computer running QuickBooks Desktop.
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9. Select your QuickBooks Desktop version.
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![QuickBooks Desktop version selection](https://help.expensify.com/assets/images/QBO_desktop_02.png){:width="100%"}
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10. Download the Web Connector and follow the installation instructions.
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11. Open the Web Connector.
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12. When prompted during setup, download the config file and open it using File Explorer. This will automatically load the application into the QuickBooks Web Connector.
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{% include info.html %}
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Ensure the correct company file is open in QuickBooks Desktop and is the only one open.
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{% include end-info.html %}
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13. In QuickBooks Desktop, select **Yes, always allow access, even when QuickBooks is not running**, then click **Continue**.
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![QuickBooks Desktop access permission](https://help.expensify.com/assets/images/QBO_desktop_04.png){:width="100%"}
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14. Click **OK**, then click **Yes**.
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![QuickBooks Desktop confirmation](https://help.expensify.com/assets/images/QBO_desktop_05.png){:width="100%"}
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15. Click **Copy** to copy the password.
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![Copy Web Connector password](https://help.expensify.com/assets/images/QBO_desktop_06.png){:width="100%"}
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16. Paste the password into the Password field of the Web Connector and press **Enter**.
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![Paste password in Web Connector](https://help.expensify.com/assets/images/QBO_desktop_08.png){:width="100%"}
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17. Click **Yes** to save the password. The new connection will appear in the Web Connector.
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![Save Web Connector password](https://help.expensify.com/assets/images/QBO_desktop_07.png){:width="100%"}
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{% include info.html %}
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Securely save this password in a trusted password manager. You'll need it for future configuration updates or troubleshooting.
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{% include end-info.html %}
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---
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# FAQ
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## What are the hardware and software requirements for QuickBooks Desktop connector?
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- **Hardware requirements**: Ensure the host machine meets [Intuit's recommended specifications](https://quickbooks.intuit.com/learn-support/en-us/help-article/install-products/system-requirements-quickbooks-desktop-2022/L9664spDA_US_en_US).
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- **Software requirements**: Windows 10 or 11 with the latest service packs installed. Users have run the connector on older Windows versions, but we don't officially support them. The Web Connector doesn't run on Mac OS.
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## What versions of QuickBooks Desktop are supported?
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Expensify follows [Intuit’s service discontinuation policy](https://quickbooks.intuit.com/learn-support/en-us/help-article/feature-preferences/quickbooks-desktop-service-discontinuation-policy/L17cXxlie_US_en_US) and supports these versions:
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- **Latest three versions** of QuickBooks Desktop (US, Canada)
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- **Version tiers**: Accountant, Pro, Pro Plus, Premier, Premier Plus, Enterprise
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- **Special editions**: Contractor, Manufacturing and Wholesale, Accountant, Professional Services, Nonprofit
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## Can multiple QuickBooks Desktop Connectors be installed on the same machine?
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Yes. Install one connector per company file. You can install multiple connectors to sync multiple company files to Expensify from one computer. Ensure you're logged into the correct QuickBooks company file when syncing.
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## Can I export negative expenses?
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Generally, yes. However, if you select **Check** as your export option, the report’s total cannot be negative. This also applies to non-reimbursable expenses exported as debit card transactions. Because QuickBooks Desktop doesn't support debit cards, transactions export as a non-reimbursable check, which must have a positive total amount.

‎docs/articles/new-expensify/connections/quickbooks-desktop/QuickBooks-Desktop-Troubleshooting.md

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---
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title: QuickBooks Desktop troubleshooting
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description: Resolve common QuickBooks Desktop integration issues with Expensify, including Web Connector, authentication, import, and export errors.
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order: 3
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---
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This article provides step-by-step solutions for common QuickBooks Desktop issues encountered when syncing with Expensify. Follow these troubleshooting steps to quickly address and resolve connectivity, authentication, import, and export problems.
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---
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# The Web Connector cannot be reached
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These errors usually indicate a connection issue between Expensify and QuickBooks.
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## How to resolve
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1. Ensure QuickBooks Desktop and the Web Connector are running.
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2. Install the Web Connector in the same location as QuickBooks (local desktop or remote server).
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If the error persists:
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1. Completely close the Web Connector (use Task Manager if needed).
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2. Right-click the Web Connector icon and select **Run as administrator**.
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3. Sync your Expensify workspace again.
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If issues continue:
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1. Quit and reopen QuickBooks Desktop.
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2. In Expensify, go to **Settings > Workspaces**.
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3. Select your workspace connected to QuickBooks Desktop.
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4. Click **Accounting**.
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5. Click the three vertical dots next to **QuickBooks Desktop**.
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6. Click **Sync now**.
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7. If unresolved, reinstall the Web Connector using the provided link.
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---
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# Connection or authentication issues
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These errors usually indicate a credential issue.
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## How to resolve
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1. Ensure QuickBooks Desktop is open with the correct company file.
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2. Ensure the QuickBooks Web Connector is open and online.
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3. Close any open dialogue boxes in QuickBooks Desktop and retry syncing or exporting.
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4. Check permissions: log in to QuickBooks Desktop as Admin (single-user mode).
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5. Go to **Edit > Preferences > Integrated Applications > Company Preferences**.
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![Company Preferences](https://help.expensify.com/assets/images/quickbooks-desktop-company-preferences.png){:width="100%"}
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6. Select the Web Connector and click **Properties**.
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![Web Connector Properties](https://help.expensify.com/assets/images/quickbooks-desktop-access-rights.png){:width="100%"}
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7. Check **Allow this application to login automatically** and click **OK**.
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8. Close all QuickBooks windows.
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If unresolved, contact Concierge with:
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- QuickBooks Desktop version.
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- Location of QuickBooks and company file (local or remote).
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- Location of Web Connector (local or remote).
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- Provider of remote environment (if applicable, e.g., RightNetworks).
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---
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# Import issues or missing categories/tags
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These issues indicate the integration needs updating or QuickBooks version incompatibility.
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## How to resolve
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1. Re-sync the connection from **Workspace Accounting** settings.
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2. Verify configuration in QuickBooks. Expensify imports chart of accounts as categories or export account options, and imports projects, customers, and tags as tags.
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If unresolved, contact Concierge with details and QuickBooks screenshots.
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---
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# Export or "can't find category/class/location/account" issues
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These errors usually generate a system message in Workspace Chat indicating the issue.
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## How to resolve
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1. Re-sync the connection from **Workspace Accounting** settings.
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2. Re-apply coding to expenses and re-export reports.
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3. Verify your QuickBooks Desktop version supports the selected export option ([check compatibility](https://quickbooks.intuit.com/desktop/)).
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If unresolved, contact Concierge with Report ID, context, and Expensify error screenshot.
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---
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# “Oops!” error when syncing or exporting
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These errors can often be temporary or false alarms.
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## How to resolve
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1. Check if the sync/export was successful.
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2. Retry syncing or exporting if unsuccessful.
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If persistent, download QuickBooks Desktop logs via Web Connector (**View Logs**) and contact Concierge.
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{% include info.html %}
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If using a remote server (e.g., RightNetworks), contact their support for logs.
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{% include end-info.html %}
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---
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# Reports not exporting to QuickBooks Desktop
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Usually caused by the Web Connector or QuickBooks company file being closed during export.
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## How to resolve
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1. Ensure the Web Connector and QuickBooks Desktop company file are open.
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2. In Web Connector, verify **Last Status** is "Ok".
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![Web Connector Status](https://help.expensify.com/assets/images/quickbooks-desktop-web-connector.png){:width="100%"}
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3. Check Workspace Chat in Expensify to confirm successful export.
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If unresolved, contact Concierge with Expensify Report ID and Web Connector screenshot.

‎docs/new-expensify/hubs/connections/quickbooks-desktop.html

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layout: default
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---
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{% include section.html %}

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