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Connect Corpay One with QuickBooks Desktop
Connect Corpay One with QuickBooks Desktop

This article describes how you set up and use Corpay One's integration for QuickBooks Desktop.

Updated over 2 weeks ago

We are currently working with early adopters. If you would like to participate, please get in touch with support@corpayone.com.

Note that the Corpay One integration follows Intuit's service discontinuation policy for QuickBooks Desktop and fully supports the following version tiers and special editions for Windows OS only.

Version tiers:

  • Accountant

  • Pro

  • Pro Plus

  • Premier

  • Premier Plus

  • Enterprise

Special editions:

  • Contractor edition

  • Manufacturing and Wholesale edition

  • Accountant edition

  • Professional Services edition

  • Nonprofit edition

Additionally, a user with Admin access would need to make the integration connection in QuickBooks Desktop.

What does the QuickBooks Desktop integration do?

Corpay One's integration for QuickBooks Desktop automatically syncs document data from Corpay One to QuickBooks Desktop, including bills and payments. In broad terms, this is how the integration works:

  1. When a document is submitted to your Corpay One account and approved, the integration automatically creates an appropriate entry in your QuickBooks Desktop account for that vendor. If the vendor isn't already in your vendor list in QuickBooks Desktop, Corpay One will automatically create it for you.

  2. When a bill is paid via Corpay One, the integration automatically creates a payment entry in your QuickBooks Desktop account for the vendor.

All this data is synced automatically and instantaneously as soon as you have set up the integration.

IMPORTANT: QuickBooks Desktop must always remain open and running on your or a coworker's computer for data synchronization to happen correctly. If not, the synchronization will occur upon logging into QuickBooks Desktop.

What data can I sync between Corpay One and QuickBooks Desktop?

Here's an overview of the data that automatically* syncs between Corpay One and QuickBooks Desktop. The arrows in the middle column show which direction the data flows:

*If you'd like to manually control which data syncs to QuickBooks Desktop, you can use Corpay One Workflows to disable automatic data sync for select documents.

  • 💡 Corpay One will automatically import all your existing vendors from QuickBooks Desktop once you set up the integration. After that, vendors will only sync from Corpay One to QuickBooks Desktop, and not vice versa.

How do I set up the QuickBooks Desktop integration?

  • 💡 QuickBooks Desktop has multiple options for setting up your view to fit your needs, so your view of QuickBooks Desktop may not look exactly like the screenshots below. The steps, however, are the same.

  • 💡 If you're using multiple screens, some of the pop-ups during setup may open on your other screen or behind another window you may have open.

1. First, log in to QuickBooks Desktop on your computer in Single-user Mode, and navigate to File > App Management > Manage Web Apps:

2. Now you'll see a list of all the apps that QuickBooks Desktop offers. Use the search bar at the top or scroll the list for "Corpay One". Then click on Set up on the right side of the page:

3. To start the integration set-up, log into your Corpay One account directly in QuickBooks Desktop. Enter your login credentials in the two fields, and click on Login to continue:

4. Click on Allow for QuickBooks Desktop to access your data in Corpay One:

5. Select the Corpay One company to connect to the QuickBooks Desktop Company file on the next screen.

  • If your company already had an existing QuickBooks Desktop integration in Corpay One, it would be listed here for you to configure or disconnect.

6. If this is your first time setting up the integration, You must download the Web Connector Installer and the Web Connector Configuration File. Please run the applications and store the password.

You will now see a pop-up to allow Corpay One to access your QuickBooks Desktop data. Click on the option Yes, always; allow access even if QuickBooks is not running:

7. This will prompt another pop-up confirmation screen where you are asked to confirm Corpay One's access. Click on Yes to continue:

8. You will now be sent back to the previous confirmation screen. Click on Continue to progress through the setup:

9. Click Done on the next pop-up that appears:

10. It is now time to verify the connection. Launch the QuickBooks Web Connector, click on your preferred company, input the password saved earlier, and click on the Update Selected tab to save the password.

12. Once the verification is completed the Connector will begin to sync data between QuickBooks Desktop and Corpay One. If it does not automatically kick off the sync click Verify Initial Sync tab on the connector setup page.

13. You will now set up the defaults of the integration to define how it will function. Make a selection in each of the four steps, and click Continue:

  • Select Default Category: Here you must select a default category for the expense entry if a category is not added.
    ​A best practice is using an expense account with a zero balance.

  • SelectDefault Payment Account: Here you must select a default payment account to be used for the payment entry if no payment account has been added to a document.

  • Configure Payment Method Mapping: To ensure that the Payment Sources in Corpay One use the correct corresponding GL account in the accounting system, a mapping feature is available to map the Bank Accounts and Credit card payment sources to their funding accounts. This is an optional feature, yet valuable to those who use a different account for Credit Cards.

    If the mapping is not done within the integration, the payment source will be the default payment source initially set up in the QuickBooks Desktop Integration setup process.

  • Import Open Invoices and Unapplied Vendor Credits: Enabling this toggle would allow us to import open invoices and unapplied credit memos from QuickBooks Desktop into Corpay One.

  • Sync Before Approval: Check this box to always:
    1) sync individual document data to QuickBooks Desktop as soon as each document has been submitted in Corpay One;
    2) delete expense entries in QuickBooks Desktop if the corresponding documents are declined in Corpay One.
    ​If this box is unchecked, documents must be approved in Corpay One before any data is synced to QuickBooks Desktop.
    ​

  • Sync Corpay One Mastercard Transactions: Teams currently using the Corpay One Mastercard can sync their card transactions and payments to Business Central. If you would like more information, please click here.

That's it! You now have set up the integration, and your data will automatically sync between Corpay One and QuickBooks Desktop as you submit, approve, categorize, and pay documents in Corpay One.

  • 💡 You can always return to the integration setup following the steps above if you like to change your integration configuration.

IMPORTANT NOTE: QuickBooks must be in Single-user Mode at all times for ideal user experience and stable integration with the Corpay One platform.

Continue reading

Want to disconnect the QuickBooks Desktop integration? We got it covered here.

How can I see which data has synced for a document? Check out the integration log.

Can I manually sync document data to QuickBooks Desktop? Yes, you can!

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