In this article, you will learn how to connect your QuickBooks Desktop Enterprise account to Workiz.
Workiz provides a QuickBooks Desktop integration that allows you to streamline your finances. This integration allows you to save time by hosting all of your financial data in the same place. With the QuickBooks Desktop integration, you can track sales, get reports, and keep track of invoices with ease.
Please note that this integration requires QuickBooks Desktop 2022 or later.
Plan on signing up for Workiz Pay in the future?
We strongly recommend signing up for Workiz Pay before connecting to QuickBooks Desktop. Failing to do it in the ideal order may result in complications later on.
How data is synced between Workiz and QuickBooks Desktop
Workiz and QuickBooks Desktop sync data differently at two key stages: initial sync and ongoing sync.
| Sync stage | What to expect |
|---|---|
| Initial sync: Setting up the connection |
Workiz automatically exports all clients and items to QuickBooks Desktop. Here, you also have the option to import clients and items from QuickBooks Desktop into Workiz. |
| Ongoing sync: Keeping data up to date |
After the initial sync is complete, you can also begin syncing invoices and payments from Workiz to QuickBooks Desktop only. This ensures that both platforms stay aligned with accurate financial records. This integration does not support the ability to sync invoices or payments from QuickBooks Desktop to Workiz. |
How to connect Workiz and QuickBooks Desktop
The setup process for syncing Workiz with QuickBooks Desktop requires switching between Workiz, QuickBooks Desktop, and the QuickBooks Web Connector to complete different steps.
- Installing your setup file (all three apps)
- Authorizing Workiz access (Workiz & QuickBooks Web Connector)
- Importing data from QuickBooks (Workiz)
Please keep Workiz, QuickBooks Desktop, and the Web Connector open throughout the entire setup process.
Step 1: Installing your setup file
Downloading your setup file
- From Workiz, select the Feature Center
- Select QuickBooks Desktop
- Turn the toggle switch on to enable the add-on
- Select Manage feature
- Select Download setup file
Uploading your setup file
- Open QuickBooks Desktop and log in as an admin
You will not be able to complete this process without admin privileges in QuickBooks Desktop.
- Open the QuickBooks Web Connector by selecting File > App Management > Update Web Services
- Select Add an Application
- Select the Workiz setup file from your downloads folder (e.g., workizQB_connector)
- Select Yes to proceed
- When prompted, resolve all security pop-ups to provide Workiz with access
- Go back to Workiz
- Select Next
Step 2: Authorizing Workiz access
- From Workiz, select Copy password
- Go back to the Web Connector and paste the password into the Password field
- Check the box next to the Workiz application file
- Select Yes to save the password
- Check the box again
- Select Update Selected
- Allow for the apps to establish a connection
- Go back to Workiz and select Next
This button will not be accessible until the application file is updated in the Web Connector. If you are prompted with an error, please allow for the connection to complete.
Resolving a 'stuck' web connector
During the syncing process, you may notice that the Application Progress bar in the Web Connector reaches 30% and stays there for an extended period.
While this may seem like an error, it is expected behavior for QuickBooks Desktop — the sync is still in progress. The progress bar will remain at 30% until it suddenly jumps to 100% once the sync is complete.
The time it takes to complete the sync can vary based on several factors, making it difficult to predict exactly how long the progress bar will stay at 30%. Rest assured, the system is working as intended.
Step 3: Importing data from QuickBooks Desktop
As mentioned, Workiz will automatically export all items and clients to QuickBooks Desktop during the initial sync. Here, you will have the one-time opportunity of also exporting all items and clients from QuickBooks Desktop to Workiz.
Please be aware that:
- This is the only time you will ever be able to export data from QuickBooks Desktop to Workiz. Moving forward, you will only be able to sync data from Workiz to QuickBooks Desktop.
- This step is designed for new Workiz users who have not imported clients or items in the past. Re-importing clients and items may result in unwanted duplications.
- (Optional) Check the data you want to export from QuickBooks Desktop (e.g., clients, items)
- Select Start import
Workiz will begin importing and exporting clients and items to and from QuickBooks Desktop. The time required to complete the initial sync will vary depending on the amount of data being exchanged. You can monitor the progress from the Web Connector.
Syncing data after initial setup
After the initial sync, you can continue syncing data from Workiz to QuickBooks on an ongoing basis to keep your accounts up to date. This process requires two steps:
-
Triggering a sync in Workiz
Certain actions in Workiz will add your items, clients, invoices, and payments into a queue to be synced with QuickBooks Desktop. -
Pulling in new data to QuickBooks Desktop with the Web Connector
The Web Connector will automatically fetch the new data from Workiz to update QuickBooks Desktop.
Ongoing syncing is only supported in one direction: From Workiz to QuickBooks Desktop. Any new items or clients created in QuickBooks Desktop will not be synced back to Workiz.
Triggering a sync in Workiz
Certain actions in Workiz trigger a sync request, queuing data for syncing. These actions vary depending on whether you’re syncing clients, items, invoices, or payments.
| Data type | Trigger event |
|---|---|
| Clients and items |
Clients and items are automatically queued for syncing whenever a new client or item is created or an existing one is updated. |
| Invoices and payments |
Invoices and payments are only queued for syncing when manually requested. You can sync an individual invoice by selecting “Sync to QuickBooks” from the Actions menu on the invoice. For bulk syncing, multiple invoices can be sent to QuickBooks Desktop from the Invoices dashboard. If an invoice includes a payment, the payment will be synced along with it. |
You can review the data that has been queued for syncing in your QuickBooks Desktop sync log in Workiz.
- Go to your QuickBooks Desktop sync log
- Filter the results by Pending
Automatically pulling new data to QuickBooks Desktop (recommended)
By default, the Web Connector automatically retrieves new data from Workiz to QuickBooks Desktop every two minutes while the Web Connector is open. If the Web Connector is closed, it cannot pull new data. However, once reopened, it will automatically retrieve any pending updates.
While you can adjust the frequency of the automatic updates in the Web Connector, we strongly recommend keeping it as is for optimal syncing performance.
Manually pulling new data (optional)
For more immediate syncing, you also have the option of manually pulling new data from Workiz through the Web Connector:
- From QuickBooks Desktop, open the Web Connector (File > App Management > Update Web Services)
- Check the box for the Workiz application
- Select Update Selected