Introduction to QuickBooks Extension (New) for desktop

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.

About this topic

This topic provides an introduction to the QuickBooks Extension (New), the integration of Autotask with QuickBooks desktop versions.

Available integration options

Autotask supports integrations with both QuickBooks desktop and online versions. For an overview of the integration with the QuickBooks Online version, refer to The Autotask QuickBooks Online Integration. For a feature comparison, refer to QuickBooks Desktop vs QuickBooks Online Integration.

Supported language and country versions

The QuickBooks Extension is available in English.

According to the Intuit documentation, QuickBooks Web Connector 2.2.0.36, the version used for the Autotask integration, will work with the following country versions of QuickBooks:

  • US editions of QuickBooks Financial Software products
  • QuickBooks Enterprise Solutions (2015 or later)
  • QuickBooks Premier (2015 or later)
  • QuickBooks Pro (2015 or later)
  • Canadian editions of QuickBooks (2015 or later)
  • UK editions of QuickBooks (2015 or later)

The Intuit QuickBooks Web Connector is currently not configured for Mac OS, so Mac is not supported.

IMPORTANT  "Will work with" does not equal "is supported by Kaseya." As we have always done, we will have tested, and will support, the current and the previous version of QuickBooks for each country. Currently, the following versions are supported:
US: Pro and Premier 2021 and 2022; Enterprise 21.0 and 22.0
UK: Premier and Pro Edition 2020 and 2021. (Note: Intuit will not be releasing a 2022 UK version and will end support for all desktop versions in 2023)
Canada: Canadian: Pro and Premier 2021 and 2022; Enterprise 21.0 and 22.0

What data can be transferred/synced to QuickBooks?

You can transfer the following items from Autotask to QuickBooks:

  • Invoices (invoice Paid Dates < 6 months are synced back to Autotask at the same time)
  • Timesheets
  • Expense Reports
  • Purchase Orders (Inventory will be synced each time you transfer purchase orders, but can also be synced independently)

How does it work?

Autotask data is stored in the Cloud, while the QuickBooks desktop version is installed on a specific computer (PC, server, or VM). The data is transferred from Autotask to QuickBooks using the QuickBooks Web Connector (QBWC) application, a separate, independent Intuit app that communicates with Autotask via Web Services, and with QuickBooks via QBXML.

  • Web Connector is installed on the same computer or local network as the QuickBooks desktop application. The only prerequisite is that the computer has access to the Internet.
  • The transfer of invoices, expense reports, purchase orders, and timesheets to QuickBooks is controlled through the items' transfer status in Autotask. Items flagged as Ready to transfer (worded differently for different items) are extracted from Autotask and imported into QuickBooks. This process can be triggered automatically at user-defined intervals, or manually.
  • Invoices where the Date Paid field is populated, either by QuickBooks sending back a date or by the Payment Processing feature, cannot be sent to QuickBooks again. Refer to Payment Processing using BNG.

The same single user account must be used to set up the web connector, and manage the transfers. Data from a single Autotask instance can now be transferred to multiple QuickBooks company files. Refer to Mapping an Autotask organization to a different web connector.

Environments

The QuickBooks Extension (New) supports the following environments:

IMPORTANT  The Windows Server operating system is not supported. Please use Windows 10 when using a server environment.

Getting started

The Autotask QuickBooks Extension (New) is a complex integration. Before you do anything else, read the following topic: MUST READ: Autotask and QuickBooks requirements.