How to connect to QuickBooks Desktop

This article will walk you through connecting your account with QuickBooks Desktop.

This feature is only available on the Gusto Money Plus tier. Learn more here.

During your first connection, we scan your accounting software for existing vendors so we can avoid creating duplicates. If we find vendors with matching or similar details, we’ll ask you to confirm which ones should be linked together.

If you decide to skip linking any of the suggested vendors during this initial review, you’ll need to confirm that choice.

Please note that vendors you skip at this stage cannot be linked later, so make sure to review the matches carefully before continuing.

It includes the following topics:

❗Important:

  • If you manage multiple companies within the same accounting software, you can only connect to a single company. 
  • Switching to a different company or changing accounting software is not supported.
  • If you choose to disconnect Gusto Bill Pay from your accounting software, you can only reconnect to the same software and company.

How to connect to the QuickBooks Desktop

The process includes four main steps:

Here are a few things to check before you start:

  • Open QuickBooks Desktop on your computer
  • Confirm that the version is 2020 or newer.
  • Confirm the version is for Windows.
  • Make sure to open the relevant QuickBooks company.

Step 1: Download the QuickBooks Web Connector application file in the Pay dashboard.

1 - In your Gusto Dashboard, select Pay from the left-hand sidebar.

2 - Select Pay bills.

3 - Select Settings to access the settings page.

4 - In Settings, select Sync and import from the left side menu.

5 -  Under QuickBooks Desktop, select Connect.

6 - Next, download the web connector application file by selecting Download file on the Connect to QuickBooks Desktop page.

The QuickBooks Web Connector works with QuickBooks as an integrated application. When an integrated application gets data from your company file, QuickBooks checks that the application has the proper access.

Step 2: Connecting Gusto Bill Pay and QuickBooks Desktop

1- Once downloaded, run the QuickBooks Web Connector application file.

2- In Authorize New Web Service, select OK.

3 - Go back to QuickBooks Desktop, which is open on your computer.

4 - In QuickBooks - Application Certificate, select Yes, always; allow access even if QuickBooks is not running.

5 - An authorization pop-up window will now appear. When asked to provide access, select Yes to give access even when QuickBooks isn’t running. The pop-up window will now close.

6 - In QuickBooks - Application Certificate, select Continue.

7 - The Access Confirmation pop-up will now appear. In the Access Confirmation, select Done to approve.

Step 3: Copy your password from your Gusto Bill Pay and paste it where prompted in QuickBooks Desktop.

1- In QuickBooks Web Connector, check the box next to the business account you wish to sync.

2- You’ll then be asked to enter a password.

3- To find this password, return to your Gusto Bill Pay web page. Under step ‘3. Copy your password and paste it where prompted’, select Copy.

4- Return to the QuickBooks Desktop application and paste the password in the open pop-up. To continue, select Ok.

5 - Select Yes when asked to save the password.

6 - The web connector is configured successfully. You should see the progress bar begin to indicate progress.

7- Leave the web connector running in the background by selecting Hide.

The connector will run in the background and constantly sync between the accounts.

You can see the connector running in the background by checking the hidden icons in the Windows toolbar.

What happens if I close the connector by mistake? 

If you close the connector by mistake, you must reopen it. To do this, follow these steps:

1 - Select the Windows Start menu icon to access the start menu.

2 - Select the QuickBooks folder.

3 - Next, select Web Connector from the list.

4 - The connector will open again.

5 - Next, select Hide to hide the connector and let it run in the background.

Step 4: Verify your connection to QuickBooks Desktop

1- Return to your Gusto Bill Pay web page.

2- Select Verify connection at the bottom right of the page.

3- Your QuickBooks Desktop account will now be successfully verified. Make sure the organizations listed are the ones you want to connect.

❗Important:

  • If you manage multiple companies within the same accounting software, you can only connect to a single company. 
  • Switching to a different company or changing accounting software is not supported.
  • If you choose to disconnect Gusto Bill Pay from your accounting software, you can only reconnect to the same software and company.

Select Connect to complete linking your QuickBooks account to your Gusto Bill Pay.

That’s it. Your accounts are connected and synced successfully.

How to resolve QuickBooks Desktop connection issues

Sometimes, you may need to disconnect your QuickBooks Desktop. You can always restore the connection by selecting Reset Connection in your Sync and Import settings.

However, there may still be an issue with the QuickBooks Desktop connection when resetting it. This could happen if QuickBooks Web Connector still uses the old password for the automatic connection. When you reset the QuickBooks Desktop connection, we will provide you with a new password for the Web Connector. However, the Web Connector may still remember the old password, which could result in an error. 

To fix this error, follow the steps below to remove the old application from QuickBooks Web Connector and close it.

1 - Open the QuickBooks Web Connector.

2 - Look for the application with the old password. It will display a red "Invalid password" error in the Status column.

3 - Select the Remove button next to it.

4 - After removing the old application, select Exit to close the QuickBooks Web Connector, as shown above.

5 - You can now use the new password you received during the reset process to reconnect. To do so, follow the connection flow outlined in this article.

By removing the old connection and closing the QuickBooks Web Connector, the new password will be used to resolve the connectivity issue.

 

 

 

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