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QuickBooks Web Connector Help

This video will walk you through the main steps of the setup process to link your CoConstruct account with QuickBooks Desktop. You can also review the written step-by-step directions below.

  1. Overview
  2. Configuring Web Connector
  3. Linking QuickBooks to your CoConstruct account
  4. A run-down of the accounting integration settings
  5. Linking each project to the right customer or job
  6. Next steps
  7. Troubleshooting issues with Web Connector

1. Overview

CoConstruct integrates with your desktop installation of QuickBooks by using a QuickBooks tool called the Web Connector.

This Web Connector needs to be configured to sync your QuickBooks information to CoConstruct, and once everything’s set up, we’ll automatically sync your data on a regular basis.

Supported versions: Before getting started, check our list of supported software to make sure that your version of QuickBooks is fully supported for the CoConstruct integration.

2. Configuring QuickBooks Web Connector

  1. From the Main Menu, go to Settings > Accounting Integration
  2. Select “QuickBooks Desktop” from the drop-down
  3. Check the box to allow CoConstruct to access your information
  4. Download and open the .QWC file when prompted
    1. If you are not able to open the .QWC file, download and install Web Connector using the link on the Accounting Integration settings page.
  5. When the .QWC file opens, you will be prompted to open QuickBooks.
    1. If you are using multiple company files in QuickBooks, you can only sync one with a single CoConstruct account
    2. Make sure the company file that you would like to sync is open
  6. Click “OK” to continue configuring Web Connector
  7. Next, you’ll want to select the option under “Do you want to allow this application to read and modify this company file?” for “Yes, whenever this QuickBooks company file is open”
    1. You do not need to grant access to personal data such as Social Security Numbers
  8. When you confirm, the connection will be established, but you’re not done
  9. Enter the password that you use to log into CoConstruct in the “Password” field
    1. If you ever change your CoConstruct email address or password, you will need to update your Web Connector setup. We have more information on these different scenarios here
  10. Check the box in the “Auto-Run” column to allow syncing to happen automatically, and choose a frequency (every 15 minutes is a good starting point)
  11. Check the box to the left of the “CoConstruct Accounting Service”. Select the button at the top to “Update Selected” and wait for the first sync to finish.
  12. You are done with Web Connector setup, but make sure you click “Hide” rather than “Exit” to ensure that your future syncing will auto-run as scheduled

To open up Web Connector at any point in time after the initial setup:

In QuickBooks go to File > Update Web Services

To run a manual sync with Web Connector at any point in time outside of the scheduled auto-run times:

In Web Connector, check the box on the left beside “CoConstruct Accounting Service” and then click “Update Selected” at the top of the Web Connector window

3. Linking QuickBooks to your CoConstruct account

Back in CoConstruct, you’ve already done the heavy lifting, so you’ll just need to confirm that you’ve configured Web Connector.

  1. Choose the option for “I’ve completed these steps, so link my account to QuickBooks”
  2. Your account is now connected to QuickBooks, and the remaining setup in this article will help to make sure your projects and accounting codes are linked up between the two systems
  3. Make sure you save before you exit the Accounting Integration settings page

4. A run-down of the Accounting Integration settings

Customer Setup: This dropdown determines how your CoConstruct “projects” relate to your “customers” or “jobs” within QuickBooks. Choose whether you are tying your project costs to a given “customer” record, or if you have “jobs” set up underneath each of your customers in order to track this information.

Invoices
These settings relate to the invoice-syncing capability of the CoConstruct integration

Create invoices by default: Sets whether or not new change orders you create will automatically sync to create a new invoice in QuickBooks once they are fully-approved. This setting can be overwritten when you are creating new change orders.

Default item code for approval document items: We need to specify a single item code to use on invoices generated by CoConstruct, so if you have one, we recommend choosing one specific to change orders.

Accounts Receivable account for invoices: The A/R account that should be used for invoices that are created by CoConstruct.

Payments
This setting relates to syncing your clients’ payments to the financial summary view

Retrieve customer payments by default: Sets whether new projects will be set up for syncing your clients’ payments. This setting can be overwritten when you are creating a new project.

Budget Actuals
These settings relate to the budget actuals integration

Retrieve budget actuals by default: Sets whether new projects will be set up for syncing your actuals. This setting can be overwritten when you are creating a new project.

Show details to clients by default: If you share project budgets with your client, this sets whether you want your clients to be able to see the itemized breakout of your actuals (individual bills or payments along with their dates), rather than just seeing the overall amounts.

Invoice items to include on budget (open-book projects only): This setting is covered in more detail here.

5. Linking each project to the right customer or job

Now your account is fully linked, but you also need to link up individual projects to your accounting system. Note that this can only by done by admin users in CoConstruct.

  1. Go to the Start New Project or Edit Project Info page depending on whether you want to link a new or existing project. You’ll see the option to link the project to QuickBooks under a section heading of “QuickBooks Integration”
    • To link new projects, navigate to the Main Menu > Projects > Start New Project
    • To link existing projects, go to the Main Menu > Projects > Edit Projects and click the “Edit Project Info” link
  2. In the “QuickBooks Integration” section, click “Yes” to link this project
  3. Enter the QuickBooks Customer Name and, if applicable, the Job Name
    • If the project has already been created in QuickBooks, you can select it from a dropdown
    • Otherwise, if you haven’t yet created the customer or job in QuickBooks, you can have CoConstruct create it for you by simply typing in the names that you want to use on the QuickBooks side of things. Remember that Web Connector will need to run before you will see the changes take effect in your QuickBooks file
  4. When you click to add or update the project, the linkage will be created
  5. If you already have expenses or payments logged in QuickBooks that you want to pull in for your newly linked jobs: After you link up your projects, run a new sync via Web Connector with the following steps:
    1. In QuickBooks, go to File > Update Web Services
    2. Check the box next to “CoConstruct Accounting Service” and click the button at the top to “Update Selected”
    3. While the earlier Web Connector syncing pulled in basic QuickBooks information, this new sync will pull in all of the relevant transactions, if any, for the newly-linked projects
    4. You can then use the “Sync Data Now” buttons on the Financial pages of your CoConstruct projects to pull in those transactions to the project

6. Next steps

Congratulations! You’ve walked through the setup and linked the important parts of your CoConstruct projects to the right records within QuickBooks.

Now, you’re on to a few remaining next steps:

  1. Import or link up your accounting codes with your QuickBooks Item List —More information can be found here
  2. Explore all the available integration features now that everything is linked up — More information can be found here

7. Troubleshooting issues with Web Connector

Need to troubleshoot problems with Web Connector at any point?

We’ve got a guide that you can use as a jumping off point.

If you still need help, let us know!