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QuickBooks Desktop Integration Set Up - Codat Connector and Configuration File
QuickBooks Desktop Integration Set Up - Codat Connector and Configuration File
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Written by Beth Schwartz
Updated this week

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

Getting Started

Please note that the QuickBooks Desktop integration must be completed by Corpay One Administrator who 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 setup 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 are 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 password that will be used in the next step

Step 2

Click the DOWNLOAD WEBCONNECTOR INSTALLER and the DOWNLOAD WEBCONNECTOR CONFIGURATION FILE to download and install the connector and configuration file that will allow Corpay One to pass data to QuickBooks desktop.

Select your preferred folder to download the connector and configuration file. Open the connector and configuration file to begin the installation process by double-clicking on it. Please note that some hosted server environments such as Rights Network already have the Web Connector Installer installed on the server, and as such you don't need to download it.

Note:

  • Allow the QuickBooksDesktopConnector to make changes to the device

  • Ensure that the user working on the integrations has Admin rights in QuickBooks Desktop.

Step 3

  • The QuickBooksWebConnector will be launched once the Windows permissions have been granted, click on Next to proceed.

  • Accept the License Agreement and click Next to proceed.

  • Click Install to begin the installation process

  • If you see this message, click OK to proceed

  • Click Finish to complete the installation of the QuickBooks Desktop Web Connector

Step 4

  • Launch the QuickBooks Desktop WebConnector and click on Add an application

  • Select the QuickBooks WebConnector Configuration File from where it was downloaded.

  • Authorize the New Web Service by clicking OK. Please ensure that QuickBooks Desktop is up and running during the integration setup.

  • Click Yes, always allow access even when QuickBooks isn't running to give access to the QuickBooks Company File.

  • Click Yes to proceed, and then click Continue to proceed

  • Click the Confirm tab, to permit to access and modify the QuickBooks Company File

  • Click OK to give access to QuickBooks Desktop

Step 5

  • 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.

  • 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.

Step 6

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 Default 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.

  • Select 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

    • 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.

  • 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.

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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