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QuickBooks Desktop Integration Set Up - Codat Connector
QuickBooks Desktop Integration Set Up - Codat Connector
Written by Beth Schwartz
Updated over a week ago

For Beta Testing Use Only

Getting Started

Please note that the QuickBooks Desktop integration must be completed by Corpay One Administrator that has Admin access to 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, 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 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:

Corpay One will automatically import all existing vendors and lists from QuickBooks Desktop during the integration set up process. After that, vendors will continue to sync from Corpay One to QuickBooks Desktop.

QuickBooks Desktop Integration Set Up Instructions

In preparation for the integration, both Corpay One and QuickBooks Desktop open.

Note: For best results have QuickBooks Desktop set to Single User Mode

In Corpay One click settings on the left navigation > Under settings click Integrations > On the Integrations page find the QuickBooks Desktop integration tile and click Learn More.

Click Allow to grant Corpay One permission to speak with QuickBooks Desktop

Choose the correct Corpay One company to connect with QuickBooks Desktop then click the Set Up The Integration button.

If multiple Corpay One companies exist, a drop down will appear

A new window will open to launch the integration process.

Step 1

Click the Copy icon to copy the license code that will be used in the next step

Step 2

Click the button DOWNLOAD DESKTOP CONNECTOR to download and install the connector that will allow Corpay One to pass data to QuickBooks desktop.

The connector will download to your Downloads Folder. Open the connector to begin the install process by double clicking on the Corpay-QuickbooksDesktop-Connector executable.

Step 3

Once launched a model will appear with a location to paste the license key that you previously copied in Step 1. Paste the license key into the box and click Install.

The Connector will begin a process to back up the connector.

Once this step is complete a new model will appear with the License details.

Click Next to move onto the Setup Connection step.

Step 4

In the Setup Connection step select your region.

To ensure that your QuickBooks Desktop data is ready the Connector asks you to verify the data.. This step will be done in QuickBooks Desktop.

Go to File > Utilities > Verify Data. QuickBooks will ask to close all open windows in QuickBooks in order to verify the data. Click Yes and the verification will kick off.

Once completed click OK

Return to the Connector Installer window to continue.

On the Setup Configuration screen you can now check the box indicating that you have verified your data. Click Next.

Step 5

It is now time to verify the connection. Click Verify.

The verification process will kick off.

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 Perform Sync in the connector box.

Step 6

A final step in the process is to configure the integration. The Integration page will appear for configuration. If it does not appear automatically click Verify Sync button which is below the Get Started button.

The Integration configuration page appears

  • Select Default Category: Here you must select a default category for the expense entry if a category is not added.
    A best practice is to use an expense account that typically has a balance of zero.

  • Select 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.

  • Import Open Invoices and Unapplied Vendor Credits

    • Toggle on the Import Open invoices and unapplied vendor credits feature to bring in any open invoices and vendor credits into Corpay One.

    • This is not recommended if there are open bills in QuickBooks that you do not want to bring into Corpay One.

  • Sync Before Approval: Check this box to always:

    • Sync individual document data to QuickBooks Desktop as soon as each document has been submitted in Corpay One;

    • Delete expense entries in QuickBooks Desktop if the corresponding documents are declined in Corpay One.

When toggled off, documents must be approved in Corpay One before any data is synced.

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.

IMPORTANT NOTE: QuickBooks may prompt you during the setup process to confirm access to the company file.

For best results choose “Yes, whenever this QuickBooks company file is open”

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