Help Center / Data Setup

Set Up QuickBooks Desktop

Connect a QuickBooks Desktop company through QuickBooks Web Connector and review the first import.

Use the QuickBooks Desktop connection to bring accounting data into ClearBox FPA without changing the company file.

Before you start

You need:

  • access to Data Setup -> Import in ClearBox FPA;
  • QuickBooks Web Connector installed on the Windows computer that opens the company file; and
  • the intended company file open while you are signed in as QuickBooks Admin.

If QuickBooks Web Connector is not installed, use Intuit's current download and installation instructions.

Create the connection

  1. Open Data Setup -> Import.
  2. On the QuickBooks Desktop card, select Set up QuickBooks Desktop.
  3. Choose the history scope you want to bring into ClearBox FPA, then confirm the setup.
  4. Keep the completion step open. It shows a one-time password that cannot be displayed again after you leave or reload the page.
  5. Select Download connection file (.qwc) and keep the downloaded file with the one-time password while you finish setup.

If you leave before saving the password, return to the QuickBooks Desktop card and select Generate new password. The new password replaces the lost one.

Add ClearBox FPA to QuickBooks Web Connector

  1. Open the intended company file as QuickBooks Admin.
  2. Open QuickBooks Web Connector and import the downloaded connection file.
  3. When QuickBooks asks for access, approve read-only access and allow the application to sign in automatically when the company file is available.
  4. Paste the one-time password from ClearBox FPA into the password field for the ClearBox FPA application.
  5. Select the ClearBox FPA application and click Update Selected.

QuickBooks Web Connector initiates the connection. ClearBox FPA cannot start QuickBooks Web Connector remotely, so keep it running until the update finishes.

If the connection file cannot be added and QuickBooks Web Connector shows QBWC1039, follow Troubleshoot QuickBooks Desktop.

Complete the first-import review

Return to Data Setup -> Import after QuickBooks Web Connector finishes. The QuickBooks Desktop card shows when the first import is ready for review.

Open the review, confirm the company, period scope, account changes, dimension changes, and reconciliation results, then select Confirm & Sync. Until you confirm, the imported data does not replace the current actuals in ClearBox FPA.

After the import applies, spot-check a recent Income Statement, Balance Sheet, and Trial Balance in Analysis against the same period in QuickBooks Desktop.