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Running and Scheduling the QuickBooks Web Connector

Sync QuickBooks Desktop on demand or automatically, and fix the Web Connector after a password change or a move to a new computer

Applies to: Workforce · Premium · LawBillity

With QuickBooks Desktop, nothing leaves Time Tracker until the QuickBooks Web Connector runs on your QuickBooks computer. Items wait in the sync queue until then. This article covers running it by hand, scheduling it, and the situations that stop it working.

How You Know Items Are Waiting

Click Sync in the top bar. Next to QuickBooks you'll see the number of items in the queue with "To sync, please run the QuickBooks Web Connector". There's no Sync button, because the sync has to start from your QuickBooks computer.

Sync Menu QuickBooks Desktop Run Web Connector

The Sync menu for QuickBooks Desktop.

QuickBooks Desktop Sync Queue Run Web Connector

The Sync Queue says the same thing; you can still Un-Queue items here.

Running a Sync by Hand

  1. On the computer where QuickBooks Desktop is installed, open QuickBooks.
  2. Go to File > Update Web Services to open the Web Connector.
  3. Tick Time Tracker and click Update Selected.
  4. Wait for the progress bars to reach 100%. Then check Sync > Sync Log in Time Tracker.

Syncing Automatically

QuickBooks Desktop doesn't use Time Tracker's Auto Sync schedule. Sync > Auto Sync reminds you: "In the Web Connector, check the Auto-Run box and set how often you want the sync to happen."

QuickBooks Desktop Auto Sync Web Connector Auto-Run

The Auto Sync page for QuickBooks Desktop.

  1. Open the Web Connector.
  2. Tick Auto-Run next to Time Tracker.
  3. In Every_Min, enter how many minutes to wait between syncs (for example 60).
  4. Leave the Web Connector running. You can hide it; closing it stops automatic syncs.
Important: Automatic syncs only run while that computer is switched on and the Web Connector is running. If the computer restarts, open the Web Connector again from File > Update Web Services.

When the Web Connector Stops Working

Situation
What to do
You changed your Time Tracker password
Type the new password in the Web Connector's Password field next to Time Tracker, then click Update Selected.
The Web Connector was closed or the computer restarted
Open QuickBooks and go to File > Update Web Services.
You moved the company file to another folder or server
On the QuickBooks Desktop setup page in Time Tracker, the status panel shows your company file location. Click "here" under it to reset the location, then run a sync from the Web Connector with the moved file open.
QuickBooks is now on a new computer
Install or open the Web Connector on the new computer, download your Web Connector file again (setup step 2), and repeat setup steps 3 and 4 with the right company file open.
Items show in the Sync Log as Failed
Expand the sync and open the Error. See "My Integration Isn't Syncing: Finding and Fixing a Failed Sync".

Tips

  • Run the Web Connector before payroll or month-end, then check the Sync Log, so you're working from complete data.
  • Keep the computer that runs the Web Connector on during the hours you schedule it.