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QuickBooks Desktop Setup

Required Permission
Company Setup - You must have the Company Setup permission to access this setting.

This guide walks you through connecting Readybuild to QuickBooks Desktop using the Web Connector.

Step 1: Navigate to Integration Settings​

  1. Go to Settings > Integrations in Readybuild
  2. Find QuickBooks Desktop in the list
  3. Click Configure

Step 2: Download and Install the QWC File​

The QWC (QuickBooks Web Connector) file tells the Web Connector how to communicate with Readybuild.

  1. Ensure QuickBooks Desktop is open and you're logged in as an Admin
  2. Verify the Web Connector is installed on the same computer
  3. Open the Readybuild QuickBooks Desktop settings page from that computer
  4. Click Download QWC File
  5. Open the downloaded QWC file
Multi-Company Support

The integration supports multiple QuickBooks company files. Each company file gets a unique Web Connector username in the format company{id}. This ensures data from different companies stays isolated and doesn't cross-contaminate.

Step 3: Authorize the Web Service​

When you open the QWC file, the Web Connector will launch:

  1. A window titled Authorize New Web Service appears
  2. Click OK to authorize
  3. QuickBooks may prompt you to confirm the connection—click Yes, Always

Step 4: Enter the Access Code​

  1. Copy the Access Code shown in Readybuild
  2. In the Web Connector, paste it into the Password field for "Readybuild Integration"
  3. Check the box next to save the password

Step 5: Configure Auto-Sync (Optional)​

For automatic synchronization:

  1. In the Web Connector, check the box next to "Readybuild Integration"
  2. Set the Every_Min value (e.g., 30 for every 30 minutes)
  3. Click Auto-Run to enable automatic syncing
Recommended Settings

Set the auto-sync interval to the shortest setting possible (typically every few minutes) for the best real-time experience. The integration is designed for frequent syncs.

Step 6: Run Initial Sync​

  1. Check the box next to "Readybuild Integration"
  2. Click Update Selected
  3. Wait for the sync to complete

Initial Import Capabilities​

During initial setup, the integration can import existing data from QuickBooks to help with onboarding:

Data TypeWhat Gets ImportedNotes
CustomersCustomer listCreates contacts in Readybuild
JobsJobs linked to customersCreates projects in Readybuild
VendorsVendor listCreates vendor contacts in Readybuild

This is a one-time import during initial onboarding. Ongoing changes to customers, vendors, or projects in QuickBooks are not automatically synced back to Readybuild.

CSV Export Option​

You can also download existing customer/job data to a CSV file if QuickBooks data needs to be merged with other datasets and imported via CSV rather than directly into Readybuild.

Connection Verification​

After setup, verify the connection is working:

  1. Check Web Connector Status: The "Last Run" timestamp should update after each sync
  2. Review Readybuild Queue: Go to Settings > Integrations > QuickBooks Desktop > Queue to see sync activity
  3. Test Employee Import: Click Refresh on the Employee Mapping tab—employees should appear after the next sync

Sync Frequency Options​

MethodDescription
ManualClick "Update Selected" in Web Connector
AutomaticConfigure Every_Min setting (recommended: 30-60 minutes minimum)
On-demandUse the Refresh button in Readybuild for specific data

Disconnecting the Integration​

To disconnect QuickBooks Desktop:

  1. Open the Web Connector
  2. Select "Readybuild Integration"
  3. Click Remove
  4. Confirm the removal
note

Removing the connection from Web Connector does not delete any previously synced data in either system.

Next Steps​