QuickBooks Desktop guide

Software Setup

To acquire your own Quickbooks Desktop instance, you must purchase a Quickbooks Desktop license, download the software, and install it on a Windows computer.

If you do not own a Windows computer, we recommend creating a Windows virtual machine on a cloud hosting provider like Microsoft Azure and then using a remote desktop application to access the Windows machine.

To get realistic data, you can open a Quickbooks Desktop sample company file, which comes installed together with Quickbooks Desktop.

Rutter does not provide a Quickbooks Desktop instance or Windows virtual machine.

Developer Account Setup

No additional developer account setup is needed.

The Rutter Link authentication flow consists of a few steps, which are outlined below. These steps must be followed correctly by your customer after you have turned on the integration to successfully connect a new instance through Rutter Link.

Download and Install the QuickBooks Web Connector

  1. Click here to download the QuickBooks Web Connector.
  2. Right-click the installer download, then choose Extract All.
  3. In the extracted folder, right-click the file ending in .exe and choose “Run as Administrator”. More details

Open the QuickBooks Web Connector

  1. First, open your QuickBooks Desktop application and navigate to File -> App Management -> Update web services. qbd web services
  2. This will launch the QuickBooks Web Connector.

Add the Web Connector to QuickBooks Desktop

  1. First, click here to download the .qwc file. qwc file
  2. Configure your data to be shared with your company by clicking “Add Application” and selecting the file you downloaded ending in .qwc

Enable Access to QuickBooks Data

  1. When the authorization prompt is shown, select the final option “Yes, always allow access even if QuickBooks isn’t running”.
  2. Please leave the box to allow access to personal data unchecked.

Enter your password

  • Confirm the subsequent prompts, and copy the password provided by Rutter Link and paste this into Quickbooks Desktop to run the sync. The password is the Base 64-encoded version of the connection ID. You can manually Base 64 encode the connection ID to recover the password if lost. password



Can you please let me know which versions of QBD are supported?

The QuickBooks Web Connector and older versions can be used with any QuickBooks desktop product supported by the QuickBooks SDK or the QBPOS SDK, including:

*U.S. editions of QuickBooks Financial Software products *QuickBooks Enterprise Solutions *QuickBooks Premier (2002 or later) *QuickBooks Pro (2002 or later) *QuickBooks Simple Start (2006 or later) *Canadian editions of QuickBooks Pro, Premier or Enterprise (2003 or later) *UK editions of QuickBooks Pro or Accountant Edition (2003 or later) *QuickBooks Point of Sale (v4.0 or later) - QBWC or earlier

QuickBooks Web Connector and older versions only support up to TLS 1.0.

QuickBooks Web Connector and newer versions will only work with the following versions of QuickBooks:

*U.S. editions of QuickBooks Financial Software products *QuickBooks Enterprise Solutions (2015 or later *QuickBooks Premier (2015 or later) *QuickBooks Pro (2015 or later) *Canadian editions of QuickBooks (2015 or later) *UK editions of QuickBooks (2015 or later)

My customer has encountered an issue where QuickBooks Desktop is unable to establish a connection. How can I solve this?

For common connection errors and their resolutions, please refer to the following documentation: QuickBooksDesktop Error Code Reference Guide

Naming Conventions

Accounting platforms can refer to Rutter objects by different names internally.


Quickbooks Desktop uses multiple objects to represent a Rutter expense: Credit Card Charges and Checks.