QuickBooks - Web Connector Set up

Step 1

Before we look into how to connect your QuickBooks application with BluBilling, you need to make a decision on the level of detail you would like to export out of BluBilling into QuickBooks.

We have 2 modes in BluBilling, the Summarized Journal Entry Mode and the Full Synchronization Mode. You can get to this from "Billing cycles>>Accounting/ERP Integration>>Integration Settings" See fig 1 below

Fig 1 : Integration Mode

The Summarized Journal Entry Mode: As the name suggests, summarized transactions are exported into Income accounts in QuickBooks. QuickBooks's Chart of Accounts plays a very important role under this option. When creating Charges in BluBilling, you would enter the Accounting Code(from your Chart of Accounts) corresponding to the Income account that you would like the charge to be assigned to.

Full Synchronization Mode:  A more detail oriented mode, where customer level detail will be exported into QuickBooks. Invoices and Payments pertaining to a particular customer will show up under the customer's account in QuickBooks. In this case, the Items List is used in BluBilling to sync up with QuickBooks. When creating Charges in BluBilling, the item list name.

Step 2:

Now to download the QWC file required for the QuickBooks Web Connector. [Note: If you have been sent a QWC file by our support staff, then you may ignore this step and move on to Step# 3 below].  Else, from the BluBilling website, click on the "Billing Cycles  >> Accounting/ERP Integration" menu, and click on the “Integration Settings” button.From the  Settings screen, click on “Download QWC file” link to download the QWC file that will be used to configure the QuickBooks Web Connector (see fig: 1 above). Please enter a username and password that will be used in Step 3 below (this step will create a new “Staff” member with the Web Service API access.) Make sure you remember the username and password.

Step 3:   

Make sure you have the "QuickBooks Web Connector" (QWC) installed on the same computer that has your QuickBooks desktop application. The QuickBooks is an application available from Intuit and may be downloaded from here:

http://marketplace.intuit.com/webconnector/

First, make sure you have logged into QuickBooks desktop as an administrator user and that QuickBooks is running. 

Now run the QuickBooks Web Connector  application and click Add an Application as seen in the fig. below

            Fig 2: Add an Application

 In the Select a .QWC file popup window, browse the .qwc  and then click Open.

                 Fig 3: Browse.qwc file

In the Authorize New Web Service popup window, review the application information, and then click OK to connect QuickBooks.

                      Fig 4: Authorize Web service

  In the QuickBooks – Application Certificate popup window, select Yes, always; allow access even if QuickBooks is not running. Ensure that the QuickBooks company file is the right one that you wish to integrate with.  Click Continue.

                   Fig 5: Application Certificate

In the Access Confirmation window, click Done. The application will be added in the QuickBooks Web Connector to transfer data.

                                                 Fig 6: Access Confirmation   

Review the status QuickBooks Web Connector application, select the application's check box, and then enter the Password.  Note: The password you would enter is the same as what you entered in the Integration Settings screen in Step 2 above. See Fig 1. 

                  Fig 7: Web Connector

With this you have successfully set up your Web Connector and are now ready to Import and Export data depending on whether you are in the Summarized Journal Entry Mode or the more detail oriented Full Synchronization Mode.