Customer implementation scenarios
NOTE To learn everything about the QuickBooks Extension for Desktop, refer to the landing page for documentation links, configuration steps, videos, and walk-throughs that help you set it up.
Supported implementation scenarios
The new QuickBooks Extension for QuickBooks Desktop supports the following customer implementation scenarios:
- Single QuickBooks company file - single user: A large majority of Datto partners will fall into this first group. A single accounting resource will transfer data to one and only one QuickBooks company file. If your local organization is part of this group, you will only set up one web connector in Autotask, and some mapping steps will not apply to you. Refer to Adding or editing a single or first web connector.
- Single QuickBooks company file - multiple users: If you have multiple Autotask users in your accounting department who will need permission to transfer data to the same QuickBooks file, an administrator must configure the integration in Autotask and QuickBooks. Refer to Configuring the integration for multiple users.
- Multiple QuickBooks company files - single user: If you want to transfer data to more than one QuickBooks company file, there will be a couple of crucial setup steps you must get right the first time. It is vitally important that the first web connector you set up (which will be the default connector) is associated with the QuickBooks company file that contains the majority of your customers. Refer to Multiple web connectors / QuickBooks company files.
- Multiple QuickBooks company files - multiple users: Many of our larger partners not only have multiple Autotask users who will need permission to transfer data, they also have multiple QuickBooks company files. For this scenario, you will need to repeat the Single QuickBooks company file - multiple users setup for each web connector / QuickBooks company file. Refer to Configuring the integration for multiple users and Multiple web connectors / QuickBooks company files.
Comparative configuration overview
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Pre-requisites |
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| Single QuickBooks file - single user | Single QuickBooks file - multiple users | Multiple QuickBooks files - single user | Multiple QuickBooks files - multiple users |
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Optional if new to Autotask: Importing QuickBooks customer records into Autotask. |
Optional if new to Autotask: Importing QuickBooks customer records into Autotask. |
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Admin user: You may need or want to import records from multiple QuickBooks company files into Autotask. |
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Review system settings: System settings that impact QuickBooks users |
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Create an API user whose credentials will be used to access Autotask from the Web Connector app: Create an API user account for the QB Web Connector integration A single API user account is sufficient for multiple users or multiple company files. |
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| Configure a web connector / connectors in Autotask | |||
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| Single QuickBooks file - single user | Single QuickBooks file - multiple users | Multiple QuickBooks files - single user | Multiple QuickBooks files - multiple users |
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Create a single web connector. Refer to Adding or editing a single or first web connector. |
Create the first web connector. Refer to Adding or editing a single or first web connector. |
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Create additional web connectors, one for each additional QuickBooks company file. Refer to Multiple web connectors / QuickBooks company files. |
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1. Download the Intuit QuickBooks Web Connector app (QBWC) to the machine QuickBooks is installed on. |
1. Download QBWC to all machines QuickBooks is installed on. |
1. Download QBWC to the machine QuickBooks is installed on. |
1. Download QBWC to all machines QuickBooks is installed on. |
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2. Download the QWC file once. |
2. Download a separate QWC file for each user who will access the QuickBooks company file. Refer to Configuring the integration for multiple users. |
2. Download the QWC file once for each web connector you are creating. |
2. Download a separate QWC file for each user who will access the QuickBooks company file, for each web connector. |
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3. Open the Web Connector app from QuickBooks and add the AutotaskQBWX.qwc file. Save the password of the API user account. |
3. On each user's computer, log in as the Admin, open the Web Connector app from QuickBooks, and add a unique AutotaskQBWX.qwc file. Enter the password of the API user account. |
3. Open the Web Connector app from QuickBooks and add the AutotaskQBWX.qwc file. Save the password of the API user account. Repeat in each company file. |
3. On each user's computer, log in as the Admin, open the Web Connector app from QuickBooks, and add a unique AutotaskQBWX.qwc file. Enter the password of the API user account. Repeat in each company file. |
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4. Select Autotask QuickBooks Integration and click Update Selected. |
4. Select Autotask QuickBooks Integration and click Update Selected. Admin permissions are not required. |
4. Select Autotask QuickBooks Integration and click Update Selected. Repeat in each company file. |
4. Select Autotask QuickBooks Integration and click Update Selected. Admin permissions are not required. Repeat in each company file. |
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Mapping |
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| Single QuickBooks file - single user | Single QuickBooks file - multiple users | Multiple QuickBooks files - single user | Multiple QuickBooks files - multiple users |
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Map all items required by the item types you will be transferring. For details, refer to Autotask to QuickBooks Mapping. |
Map all items required by the item types you will be transferring. For details, refer to Autotask to QuickBooks Mapping.
Repeat for each web connector / QuickBooks company file. |
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Map organizations to web connectors. Refer to Mapping an Autotask organization to a different web connector. Optional: Map resources to web connectors. Refer to Mapping resources to a different web connector. |
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