Home > SI Documentation (v16) > User Guide > QuickBooks > Connecting to QuickBooks

Connecting to QuickBooks

SI's QuickBooks integration allows you to create Estimates and Purchase Orders in QuickBooks directly from your SI Projects. You can also create Items in your QuickBooks database directly from your SI Catalog of Items. SI works with both QuickBooks and QuickBooks Online. Click here for supported version information.



For the desktop version, QuickBooks must be installed on the machine where the SI Client is installed. Your QuickBooks company file can be stored on any machine on your network, but the actual QuickBooks application must be installed on the machine.


During the "Initial Connection" (see below), you must be logged into QuickBooks as the Admin and you must be in "Single User Mode".



There a few differences between QuickBooks desktop and QuickBooks online regarding our integration


  1. You cannot map SI fields to Custom Fields for QuickBooks Online
  2. Item Receipts for Purchase Orders cannot be exported to QuickBooks Online.
  3. When Items are created from SI to QuickBooks Online, the Vendor assigned in SI will not be transferred.

Initial Connection Desktop Version


  1. Open your QuickBooks company file (.QBW) and login as the Admin and switch to "Single User Mode".
  2. In QuickBooks Settings, choose "QuickBooks Desktop" and then map SI to your QuickBooks company file (.QBW). Configure the rest of your QuickBooks Settings. Note: your file paths in QB and SI must match exactly, click here for details.


qb settings desktop.jpg


  1. Open Product Explorer, select a Product in the grid, then click on QuickBooks Tab, then click the Create button:




create button.jpg


  1. QuickBooks will alert you on your Task Bar that action is required. Click on the QuickBooks icon on your Task Bar.
  2. On the QuickBooks form, make the following selections and click Continue. You must set "Login as" to Admin.





  1. Then click Done:


access confirmation.png


  1. The Create QuickBooks Items form will open, click Close. The intent here is not create the item, but just to make SI and QuickBooks work together. To see how to create QuickBooks Items, click here.


create item form.jpg


You have now made the connection between SI and QuickBooks. What happened in QuickBooks can be viewed under Edit->Preferences. When the Preferences form opens, click Integrated Applications and then the Company Preferences tab:




Click the Properties button to see the permissions you just granted, it should look similar to the image below:


qp properties.png


Initial Connection for QuickBooks Online


  1. In QuickBooks Settings, choose "QuickBooks Online" and then click the Connect with QuickBooks Online button:


qb settings online.jpg


  1. This will open the sign in form. Enter your QuickBooks Online credentials:


sign in to qb online.jpg


You will then need to click the Authorize button to allow data to be shared between SI and QuickBooks:




Note: If you do not see a screen similar to the one above and instead see a mostly blank screen, click the link in the bottom left corner of the form:




This will then open a form with instructions on how to connect to QuickBooks Online:


connection issue.jpg


You will then be prompted whether you want to connect automatically moving forward if you want to be prompted to connect each time you use this functionality:


connect automatically prompt.png


If you have not already done so, you will next want to continue with your QuickBooks Settings.

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