Projector offers a pre-built integration for sending information from Projector to QuickBooks Online Edition. This page will help you install the necessary software to connect the two applications. Once configured, you'll be able to transmit AR. AP, GL, Clients, and Vendors from Projector to QuickBooks Online Edition. If you use the Desktop Edition of QuickBooks, please reference this help page instead.
This document only helps you connect the two pieces of software. If you need assistance mapping Projector fields to QuickBooks fields then you should be working with one of our accounting consultants.
This form is reached from your Integration tab | QuickBooks subsection | Online Edition blue dot.
Permissions and Settings
Before you can proceed you need the following:
- The QuickBooks module enabled
- The global permission Accounting System Interface set to Update
Connection Tokens
QuickBooks Online uses an OAuth authentication system. This works by giving you an authentication token that grants you access to QBO. With access you can push/pull information from QuickBooks. That sounds simple, but things quickly get more complicated because QBO only allows a single QBO User from accessing the system at a time. What does this mean for you? It means that you may have to "steal" the token from one of your fellow Projector users, or it means you may get locked out of QBO by one of your fellow Projector users.
This can get confusing, so if you need help understanding the following scenarios, feel free to call Projector support. It gets confusing because several items come into play. These items are:
- Projector User - the account you log into Projector with
- Projector Company - the company file in Projector you are trying to send information to QBO from. Most organizations have just one, but you might have multiple if you keep separate sets of books.
- QuickBooks User - the account you log into QuickBooks Online with
- QuickBooks Realm - the QuickBooks company file you are sending data to
Steal Token
You will need to steal a token if you share QBO credentials with another Projector user for the same realm.
| Projector User | Projector Company File | QuickBooks Login | QuickBooks Realm | Token |
|---|---|---|---|---|
| Tom | US Company | accounting@revcorp.com | US Company | Has token currently |
| Jim | US Company | accounting@revcorp.com | US Company | When Jim logs in he'll get a message that he doesn't have an active token. If he chooses to generate one, he is stealing that token from Tom |
Locked Token
You will find yourself locked out of an account if somebody with a different QBO login has already taken the token for the same realm.
| Projector User | Projector Company File | QuickBooks Login | QuickBooks Realm | Token |
|---|---|---|---|---|
| Tom | US Company | tom@revcorp.com | US Company | Has token currently |
| Jim | US Company | jimmy@revcorp.com | US Company | When Jim logs in he'll get a message that someone else has the token. Jim needs to ask Tom to release it before he can proceed. Tom releases the token by clicking the Clear QuickBooks Online Connections button in Projector. How do you see who has the token? There isn't a definitive way to do this, but you can infer who has it logging into QBO. Go to your Users section (under gear icon in upper right) and view activity for each user. Whichever user was last sending transactions from Projector likely has the token. |
Connect to QuickBooks Online
To connect to QBO, click either the Import Wizard or Synchronize Wizard buttons.
You'll be taken to the following website. Click the Connect to QuickBooks button.
A pop up window will ask you to log into QBO. Do so.
If you have multiple companies associated with QBO, you'll need to pick which one you are authorizing. After making your choice, click Continue.
Then click the Authorize button to complete the process.
You can close any popup windows and click the Import Wizard or Synchronize Wizard buttons to start sending data to QBO.
Troubleshooting
When attempting to sync with QuickBooks Online, you may receive an error like the following: Failed to update QuickBooks. The error from QuickBooks is : Fault Exception of type: AUTHENTICATION has been generated. 3200: message=Exception authenticating OAuth; errorCode=003200; statusCode=401 [:]
This occurs when another of your QuickBooks Online users has stolen your authorization ticket. Only one person can be authorized to sync Projector to QBO at any given time. You will need to steal the ticket back in order to proceed. However, you might want to make sure anyone else who is currently using the system