QuickBooks Desktop - Access Configuration

This document describes the required configurations for enabling controlled access to a QuickBooks Desktop company file using the QuickBooks Web Connector. It outlines the necessary company file details, service endpoints, user credentials, connection modes, and QBXML settings required to establish secure communication between QuickBooks Desktop and the intermediary service.

Purpose

The purpose of this document is to guide administrators through preparing a QuickBooks Desktop environment for platform access by defining the required configuration parameters, ensuring proper user permissions, and setting up the QuickBooks Web Connector to allow reliable and uninterrupted data access.

Supported Server Type

Parameter	Value
Server Type	quickbooks-desktop

Configuration Parameters

Company File Path

The absolute file system path to the QuickBooks Desktop company file (.QBW) on the machine where the QuickBooks Web Connector is running.

1. Open the target company file in QuickBooks Desktop on the server machine.

2. Press F2 to open the Product Information window.

3. Locate the File Information section.

4. Copy the value displayed under Location.

OE QBWC Service URL

• The endpoint URL used by the connector to communicate with the OvalEdge QuickBooks Web Connector service.

• This URL corresponds to the deployment endpoint of the csp-qbwc-app middleware service.

• It typically follows the format: https://<server-host>:<port>

Username

The QuickBooks Desktop username that the Web Connector uses to impersonate a user when accessing company data.

1. Open QuickBooks Desktop.

2. Navigate to Company > Users > Set Up Users and Roles.

3. Create a new user or select an existing one.

4. Assign appropriate permissions (for example, External Accountant or a role with sufficient read access).

• Ensure the user has prolonged access rights.

• The user should not be restricted by concurrent login limitations.

File Open Mode

Determines how the QuickBooks Web Connector opens the company file during data access operations.

1. Select the appropriate mode from the dropdown during connector configuration.

Supported Values

Value	Description
Multi-user	Allows other users to work in the company file while the connector is running (Recommended).
Single-user	Requires exclusive access to the company file during connector operations.

QBXML Version

Specifies the QBXML schema version used for request and response communication with QuickBooks Desktop.

• Select the QBXML version based on the installed QuickBooks Desktop version.

Supported Versions:

• 16.0

• 17.0

Select a QBXML version that is supported by the installed QuickBooks Desktop release.

OE QBWC Service Username

The username used to authenticate requests between the connector and the csp-qbwc-app intermediary service.

Configured within the csp-qbwc-app service settings, such as:

• application.properties

• Environment variables

OE QBWC Service Password

The password used to secure communication between the connector and the csp-qbwc-app intermediary service.

• Configured within the csp-qbwc-app service settings.

Desktop Setup

Prepare QuickBooks Desktop

• Ensure the target QuickBooks company file (.QBW) is open.

• Keep QuickBooks Desktop running on the server machine.

• Launch the QuickBooks Web Connector.

QuickBooks Web Connector Configuration File (.qwc)

The QuickBooks Web Connector uses a .qwc configuration file to register applications.

• A sample .qwc configuration file is generated by the QBWC service.

• This file contains the service URL, application name, and authentication details required for registration.

Preview or Download the .qwc File

The .qwc file can be previewed or downloaded directly from the QBWC service.

Steps

1. Log in to the QBWC application.

2. Click Preview QBWC File.

3. Scroll to the bottom of the page.

4. Download the .qwc file to the local system.

Add Application to QuickBooks Web Connector

1. Open QuickBooks Web Connector.

2. Click Add an Application.

3. Select the downloaded QuickBooks Web Connector Configuration File (.qwc).

4. Confirm the prompt to add the application.

Once added, the application will appear in the QuickBooks Web Connector application list.

After adding the application to QuickBooks Web Connector

1. In the QuickBooks Web Connector, locate the newly added application in the application list.

2. Select the application by clicking the corresponding checkbox.

3. When prompted, enter the QuickBooks Desktop password for the associated company file.

4. Click Update Selected to validate the connection and complete authentication.

Entering the correct QuickBooks Desktop password and successfully running Update Selected confirms that the application is properly authenticated and ready for data access.

• Keep the QuickBooks company file open during connector execution.

• Use Multi-user mode unless exclusive access is required.

• Ensure the QuickBooks Desktop user has stable, non-expiring access rights.

• Secure the QBWC service credentials and avoid sharing them outside trusted administrators.

• Verify QBXML version compatibility after QuickBooks Desktop upgrades.

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