Quickbooks® Desktop

The QuickBooks Web Connector (QBWC) is an Intuit application that enables web services like Procore to exchange data with QuickBooks Desktop via custom applets.

This guide outlines how the QBWC facilitates that exchange and provides best practices to ensure that information—including Commitments, Change Orders, and Job Cost data—flows accurately and without interruption. To maintain a successful integration, the QBWC must remain active and syncing without error.

• How the QuickBooks Web Connector Sends and Receives Data

• System Requirements & Configuration

• Maintenance & Support

• Web Connector Interaction with Quickbooks® Desktop

• Multiple QBWC Configurations

• Syncing Best Practices
  

All of the communication between Procore and QuickBooks relies upon requests made from Procore. For every button that you click in Procore from the ERP Integration pages (Export to QuickBooks, Update Job Costs, Refresh Jobs, etc), a request is created and stored on the Procore side until the QBWC connects and asks for those requests. Therefore, data can only be synced if the QBWC runs, asking for those pending requests in Procore. 

With U.S. versions of QuickBooks® Desktop: The QuickBooks Web Connector is automatically installed when QuickBooks® Desktop is installed. 

With Canadian versions of QuickBooks® Desktop: The QuickBooks Web Connector application will need to be downloaded and installed before the Procore App can be installed. The software can be downloaded directly from Intuit at this link.

To maintain a stable connection, your environment must meet the following specifications:

• Active User Session: The Web Connector runs as an application rather than a background service. The Windows account used to install the connector must remain actively logged in to the workstation or server for the sync to run.

• Permissions: The integration must be run by a QuickBooks user with Full Admin Access. Using a restricted profile will cause "silent" sync failures—while the QBWC applet may report a successful connection, specific data restricted by your profile’s permissions will be skipped without triggering a visible error message or notification.

• Compatibility: Supports QuickBooks Desktop versions up to 2024.

• File Location: The QuickBooks Company Data File cannot be stored in cloud-syncing folders like Dropbox or OneDrive.

• Single Configuration: Only one Web Connector can be configured to sync data for each Procore company.

• Company File Ratio: The integration is limited to one (1) QuickBooks Company File per (1) Procore company. Multiple company files for different projects within a single Procore site are not supported.

• File Path Changes: The integration is linked to a specific file path established during your initial setup. If you plan to move your company file or migrate to a new server, contact Supportfirst to manually update the connection.

• Manual Updates: For immediate data synchronization, you can manually run the connector at any time by selecting the Procore application and clicking Update Selected.

• Troubleshooting: If you experience sync errors, click the View Log button to open the history. Save this file and attach it to your support case for faster resolution.

• Opening the Web Connector:

  1. Click the File dropdown menu.

  2. Hover over App Management to expand the menu.

  3. Click Update Web Services.

For Canadian versions, the QBWC applet must be opened separately from Quickbooks as it is independently installed.

• Updating/syncing the Web Connector: 

  1. Open the Web Connector applet.

  2. Place check mark next to the Procore Application.

  3. Click on Update Selected.

  4. The application progress bar should run from 0%-100%.

  5.  Green OK appears next to the Last Result upon successful completion:

If Procore is used with multiple QuickBooks company files, the Auto-Run feature within QBWC should be set to run at different intervals to ensure independent syncing for each company. This prevents conflicts, ensuring one company's QuickBooks operations don't interfere with another's.

• Staggering Multi-Company Syncs: If you are syncing multiple QuickBooks company files, you must set the Auto-Run intervals to different frequencies. This "staggering" prevents conflicts and ensures one company's sync does not interfere with another.

• Handling the "Waiting" Status: If the status shows "Waiting... another service is updating," the connector is simply waiting for a current process to finish before starting the next. If this occurs frequently, increase the Auto-Run interval time.

• Background Operation: To keep the integration active without cluttering your desktop, use the Hide or Minimize buttons.