QuickBooks Desktop integration

Learn about connecting your QuickBooks Desktop to Inventory Planner

Jasper avatar
Written by Jasper
Updated over a week ago

Authorizing Inventory Planner with QuickBooks Desktop

  1. Make sure the QuickBooks Web Connector is installed on the same computer as QuickBooks. You can check by searching for “web connector” in your Windows Start menu.

    • If you can’t find the Web Connector on your computer, download and install it from Intuit's site.

  2. Enter your QuickBooks company name on the left and click the 'ADD NEW QBWC FILE' button to generate a QuickBooks Web Connector file (note that you need to generate separate QBWC files for each company file you want to connect).

  3. Open the QuickBooks company file you’re connecting to, and log in as an administrator.

  4. Download the generated QuickBooks Web Connector file on your computer (a link to the generated file is displayed in the list on the left).

  5. Open the QuickBooks Web Connector (this can be done by by searching for “web connector” in your Windows Start menu). Click Add Application, and choose the QuickBooks Web Connector file you downloaded earlier.

  6. Make sure to choose the "Yes, always; allow access even if QuickBooks is not running" option when setting whether or not to allow the application to read and modify the file.

  7. Once added, the Web Connector will look like the following. Enter your Inventory Planner password in Web Connector's "Password" field, then select the application in the Web Connector and click the "Update Selected" button to start the initial data sync with Inventory Planner.

  8. Once the progress bars are complete in the Web Connector, you should see a "Company connected to Inventory Planner" message in the "Status" field.

  9. Click the "BACK" button left on this page to return to Inventory Planner's connection settings to verify that your QuickBooks Desktop company was added to the Connections list.

  10. Once the initial data load has been done, Inventory Planner will start the reports update. The update's progress is shown at the bottom left, and you can start using Inventory Planner right after the update is completed. Note that the initial update can take up to few hours depending on the sales history size.

Note: The QuickBooks Desktop connection can only sync to one warehouse location. Additional locations can be synced using separate CSV connections (one per additional location).

Updating your QuickBooks Company data after the initial sync

To update the QuickBooks Company data in Inventory Planner in the future:

  1. In the QuickBooks Web Connector application on your QuickBooks computer, click "Update Selected".

  2. Once the progress bars are complete in the Web Connector and updates are pushed into Inventory Planner, then you must update Inventory Planner's reports. That can be done from the "Sync" menu:

Troubleshooting errors with the QuickBooks Desktop connector

Invalid password error

If you receive an error in the Web Connector that states "Invalid password for username: X", you can try manually entering the password in Inventory Planner, under Account > Settings > Channels and warehouses, then by clicking the cog beside your QuickBooks Desktop connector.

Click the pencil next to "Web connector password" and enter your password as entered into the QuickBooks Web Connector.

If after saving this change you're still experiencing an error, the issue may lie with your web connector file. Try redownloading a new file and follow the instructions to authorize Inventory Planner again.

External help

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