Field Promax

QuickBooks Desktop Integration

The QuickBooks Desktop integration connects FieldPromax to your QuickBooks Desktop application through the QuickBooks Web Connector. This allows you to sync customers, products, and invoices between the two systems on a scheduled or manual basis.

Before you start:

  • You need QuickBooks Desktop (Pro, Premier, or Enterprise) installed on a Windows computer.
  • You must download and install the QuickBooks Web Connector (a free utility from Intuit).
  • The computer running QuickBooks Desktop must have internet access for sync to work.

How to Access

Navigate to Integrations → QuickBooks Desktop.

Download and Install the Web Connector

  1. On the QuickBooks Desktop integration page in FieldPromax, click the link to download the QuickBooks Web Connector configuration file.
  2. If you do not already have the QuickBooks Web Connector installed, download it from Intuit's website and install it on the same computer where QuickBooks Desktop is running.
  3. Open the QuickBooks Web Connector application.
  4. Click Add an Application and select the configuration file you downloaded from FieldPromax.
  5. When QuickBooks Desktop prompts you to authorize the connection, click Yes, Always to allow FieldPromax to communicate with your QuickBooks data.

Result: The Web Connector is configured and ready to sync data between FieldPromax and QuickBooks Desktop.

Configure the Auto-Sync Schedule

  1. In the QuickBooks Web Connector, locate the FieldPromax entry in the application list.
  2. Set the Every_Min field to define how frequently the Web Connector checks for new data to sync (for example, every 30 minutes).
  3. Check the Auto-Run checkbox to enable automatic synchronization.
  4. Click Update Selected to save the schedule.

Result: The Web Connector automatically syncs data at the interval you specified, as long as QuickBooks Desktop is open and the Web Connector is running.

Manual Sync

  1. Open the QuickBooks Web Connector.
  2. Select the FieldPromax entry.
  3. Click Sync Selected to trigger an immediate data exchange.

Result: Data is synchronized between FieldPromax and QuickBooks Desktop immediately.

What Gets Synced

  • Customers — customer records are exchanged between both systems.
  • Products and Services — your product list is synchronized.
  • Invoices — invoices created in FieldPromax are sent to QuickBooks Desktop.

Limitations Compared to QuickBooks Online

The QuickBooks Desktop integration has some limitations compared to the QuickBooks Online integration:

  • No real-time sync — data syncs only when the Web Connector runs (on a schedule or manually). QuickBooks Online syncs in real time.
  • Computer must be on — the computer running QuickBooks Desktop and the Web Connector must be powered on and connected to the internet for sync to occur.
  • QuickBooks must be open — QuickBooks Desktop must be running (or in multi-user mode) for the Web Connector to access its data.
  • Single-direction for some data — certain data types may only sync in one direction depending on your configuration.

Tip: If you frequently work remotely or from multiple locations, consider migrating to QuickBooks Online for real-time sync. See QuickBooks Online for details.

Next Steps