Steps
- Check the requirements. QuickBooks Desktop 2021 or newer (Pro, Premier or Enterprise) on a Windows PC, with the free QuickBooks Web Connector installed. Canadian and US editions are supported. Open your company file and sign in as the Admin user for the first run.
- Create the connection. On the QuickBooks dashboard, click Set up on the Desktop card. On the Connection tab, click Create QuickBooks Desktop connection and copy the password somewhere safe.
- Download the .qwc file. Click Download the .qwc file and move it to the QuickBooks PC by email or USB stick. It contains no secrets.
- Add it to Web Connector. On the QuickBooks PC, with the company file open, double-click the .qwc file. When QuickBooks asks, choose Yes, always; allow access even if QuickBooks is not running, then Continue and Done.
- Enter the password. In Web Connector, type the password into the Password box on the SeroPOS row, press Enter and say Yes to saving it.
- Turn on the schedule. Tick the checkbox at the left of the SeroPOS row. Web Connector now syncs every minute. Press Update Selected to test straight away.
- Run the setup wizard. Back in SeroPOS, open the setup wizard if prompted; sync stays paused until it's done.
- Test with a sale. Make a test sale. Within a minute or two it appears in QuickBooks as an invoice with its payment applied.
Keeping it running
Leave the PC on with Web Connector running. Start Web Connector normally, not as Administrator. Unattended mode lets Web Connector open this business's company file itself, so QuickBooks can stay closed.
Lost the password? Click Regenerate password and enter the new one in Web Connector; the old one stops working. If you move to a new PC, download the .qwc again, remove the old row in Web Connector and repeat the add and password steps.
Safety locks
Each connection is locked to the company file it was set up with, so a different file gets nothing sent. To move to a new company file on purpose, use Start over on a new company file and type RESET. Your SeroPOS address must use HTTPS, which Web Connector requires. QuickBooks is part of the Pro plan. The QuickBooks item shows in the back office sidebar when your subscription includes it and you're an admin or hold the QuickBooks permission.
Frequently asked questions
Which QuickBooks Desktop versions work?
QuickBooks Desktop 2021 or newer, Pro, Premier or Enterprise, Canadian or US edition, on Windows with the QuickBooks Web Connector installed.
Does QuickBooks need to be open for sync?
Normally the company file needs to be open. With unattended mode on, Web Connector opens the right company file itself, so QuickBooks can stay closed as long as the PC and Web Connector are running.
Why does the badge never turn green?
Web Connector hasn't checked in. Check the .qwc row is ticked, the password is saved, the PC is on and Web Connector is running. The Setup guide tab has a troubleshooting table.
Can an accountant connect several clients on one PC?
Yes. Each client's SeroPOS business gets its own .qwc and password. Open that client's company file before adding their .qwc, and repeat for each client.