Is your QuickBooks Desktop hosted on a remote server (Right Networks, TeamViewer, etc.)?
If not, skip ahead to Step 1 below. If so, please note that all of the following steps must be completed from within your remote server. Also, most remote servers require administrator privileges to download apps onto the server. Please make sure to include your remote server admin to help you set up the integration.
Please note: you must be logged in as an Admin in "single user mode" when setting up the integration.
Step 1) Navigate to Accounting Sync settings page in Emburse Spend
Log in to your Emburse Spend account and head to the 'Accounting Sync' tab of your 'Account & Settings' tab. (Note, you must be logged in as an Admin in Emburse Spend to access the accounting sync settings and an Admin in QuickBooks to complete the Sync Setup).
Click Connect to Quickbooks and then select the "Quickbooks Desktop" option in the Connections list.
Step 2) Download Web Connector
We integrate with Quickbooks Desktop via the Intuit Web Connector. You will be prompted to Download the Web Connector application. You can find a link to install that application here: http://marketplace.intuit.com/webconnector/ (It should only take a few seconds!). It is also displayed in the Accounting Sync settings.
Step 3) Run Web Connector
When you have Quickbooks Web Connector installed, run the program, it will end up looking something like this:
Step 4) Download WebConnector file from Emburse Spend
Go back to the Emburse Spend Accounting Sync settings and download your Web Connector File. It will be the link that reads "Download Web Connector File". Once you download it, double click the file to run it.
Note: You may need to grant further access to Emburse Spend It may prompt you to "allow this application to read and modify the company file"... if it does, select the option that reads "Yes, always: allow access even if QuickBooks is not running"
Step 5) Authorize Emburse Spend
Hit OK on that screen to help Authorize Emburse Spend.
Step 6) Input password
Now you will go back to the Emburse Spend Accounting Sync settings and access your 'Password' for this application. Click on "Show Password" to reveal it, copy the string of characters, then paste it into the Password Box in your web connector app. When you do so, you will be prompted to Save this Password. Click "Yes"
Note: This is not your Emburse Spend password. It is a separate unique password solely for the Emburse Spend / QB sync.
Step 7) Run the initial sync
Now you are grooving. Click on the left-most checkbox for the Emburse Spend app in your Web Connector, and click on "Update Selected" up at the top. This will run the very first sync between Emburse Spend and your Company file. This app is set up to Sync with Emburse Spend every 60 min (as defaulted to in the Web Connector). We recommend not changing this setting. Please note that you will need to keep the Web Connector application open and running in order for the sync to happen automatically.
Next, return to your Emburse Spend Accounting Sync page in your browser and enter in the remaining details:
Step 8) Specify Company File
Here you have the option to either use the Company File that is open at the time of syncing, or specify the full path of the company file Emburse Spend will sync to. This option is recommended because Emburse Spend will continue to sync to this file even if it's is not open. The latter option must be used if you have multiple Company Files in your Quickbooks.
To access the path of the company file, press F2 in Quickbooks to get to this screen:
Please copy and paste the exact path of the Company File in Quickbooks. We suggest that this is set up prior to the initial sync.
Step 9) Select default category
Choose the default category expenses should be posted to if left un-categorized in Emburse Spend . Typically this is something like "Uncategorized Expense"
Step 10) Map to your Bank account
Step 11) Setting up your accounting sync for Corporate Card
Corporate Card Account - If you are also looking to sync over approved corporate card expenses into your Quickbooks, pick your card program here.
Please note that if a corporate card expense is dated in a month where the books are closed in QuickBooks, we will update the date of the card transaction to the first day of the earliest open month.
In QuickBooks desktop, you can check to see your Closing Date preferences by clicking Edit > Preferences. Once this window appears, click the 'Accounting' tab on the left, and within the Accounting Tab, click 'Company preferences' to view Closing Date settings.
Mapping your Categories to your Chart of Accounts
Step 12) Map your Categories
Go to your Categories settings to ensure that your Emburse Spend categories are properly mapped. Hit save and you're done!