QuickBooks Desktop Integration
Required Permission
Company Setup - You must have the Company Setup permission to access this setting.
Connect Readybuild to QuickBooks Desktop to synchronize financial data between systems. This integration uses the QuickBooks Web Connector, a bridge application that runs on your computer to exchange data between Readybuild and QuickBooks Desktop.
Overview
The QuickBooks Desktop integration provides two types of synchronization:
- Import (QuickBooks → Readybuild): Brings data from QuickBooks Desktop into Readybuild
- Export (Readybuild → QuickBooks): Sends data from Readybuild to QuickBooks Desktop
Key Features
- Export customers, vendors, and projects from Readybuild to QuickBooks
- Bidirectional bill sync between Readybuild and QuickBooks
- Import customer payments from QuickBooks into Readybuild
- Time entry exports with employee and payroll code mapping
- Estimate and invoice exports with cost code mapping
- Purchase order exports for vendor management
- Queue-based processing for reliable data exchange
- Edit Sequence Management to prevent conflicts when records are modified
- Initial import utility for customers, jobs, and vendors during setup
Documentation Sections
| Section | Description |
|---|---|
| Setup | Web Connector installation, QWC file configuration, and initial sync |
| Configuration | Employee mapping, payroll codes, and cost code settings |
| Sync Reference | Complete guide to what syncs, directions, and field mappings |
| Project Linking | Manual linking of projects to QuickBooks customers/jobs |
| Troubleshooting | Queue management, error handling, and common issues |
Prerequisites
Before setting up the integration, ensure you have:
- QuickBooks Desktop Pro, Premier, or Enterprise edition
- QuickBooks Web Connector installed (free download from Intuit)
- Administrator access to QuickBooks Desktop
- Administrator access in Readybuild
- Access to the computer where QuickBooks is installed
Quick Start
- Download and configure the QWC file in Web Connector
- Map employees for time entry exports
- Configure cost codes for invoice line items
- Run initial sync to verify the connection
- Enable auto-sync for hands-free operation
Benefits
The QuickBooks Desktop integration provides:
- Reduced Data Entry: Eliminates duplicate data entry between systems
- Real-Time Visibility: Changes sync automatically when Web Connector runs
- Error Recovery: Automatic handling of common sync conflicts
- Job Costing: Maintains connections between projects, invoices, bills, and payments for accurate job profitability tracking