Quickbooks Desktop Integration Walkthrough

Integrating QuickBooks Desktop with SignTracker allows you to sync customers, contacts, and invoices between both systems. This integration relies on the QuickBooks Web Connector, which is only available on Microsoft Windows. If you use a Mac or Linux, you must use QuickBooks Online instead.

This guide walks you through the entire setup process, from enabling QuickBooks Desktop in SignTracker to syncing invoices. The full setup takes about 15 minutes and ensures smooth financial data management.

📌 Watch the Video Quick Books Integration Overview

Step 1: Enable QuickBooks Desktop in SignTracker

1. Log in to SignTracker as an admin or account owner.
2. Navigate to Setup > Admin > QuickBooks Integration.
3. Click Integrate QuickBooks Desktop and select Enable QuickBooks Integration.
4. If you want SignTracker to calculate taxes and send them to QuickBooks, check Enable Sales Tax.
5. Download the QuickBooks Web Connector from the integration page.

Step 2: Install the QuickBooks Web Connector

1. Download the Web Connector from Intuit’s official site or SignTracker’s Admin page.
2. Extract the zip file and run the installer.
3. Follow the on-screen instructions to complete the installation.

📌 Watch the Video Installing the QuickBooks Web Connector

Step 3: Configure the QuickBooks Web Connector

1. Open QuickBooks Desktop and launch the Web Connector tool.
2. Click Add an Application and upload the QWC file from SignTracker.
3. Enter your SignTracker credentials when prompted.
4. Verify that QuickBooks and SignTracker are successfully linked.

📌 Watch the Video Configuring the QuickBooks Web Connector

Step 4: Configure QuickBooks Taxes for Integration

1. Log in to QuickBooks with administrator privileges.
2. Navigate to Settings > Taxes and remove any default tax values.
3. Add a non-taxable item named "STI" to avoid errors in tax calculations.
4. Change your most common sales tax item to None.
5. Ensure that QuickBooks tax settings align with those in SignTracker.

Your tax screen should look like this when you are done.

Watch the Video Syncing Taxes from QuickBooks

QuickBooks Desktop contacts are imported into SignTracker along with tax data. For invoicing to function properly, contacts in both systems must be matched. SignTracker uses a unique identifier to ensure each contact aligns correctly with its corresponding QuickBooks entry.

Step 6: Create and Send a Sample Invoice

1. Open a job in SignTracker and navigate to Invoices.
2. Create a new invoice, ensuring customer and tax details are correct.
3. Click Send to QuickBooks to sync the invoice with QuickBooks Desktop.
4. Run the QuickBooks Web Connector to process the sync.
5. Verify that the invoice appears in QuickBooks under the correct customer account.

Step 7: Best Practices for Managing Customers and Syncing Data

• Enter new customers in SignTracker instead of QuickBooks. This ensures they sync automatically when invoices are created.
• Run the sync only when needed, such as when adding customers in QuickBooks or modifying tax settings.
• If duplicate contacts appear after syncing, reach out to SignTracker Support for assistance.

Step 8: Troubleshooting & Support

• The first sync may take time, especially if you have a large number of contacts in QuickBooks.
• The Web Connector may appear stuck at 60%—this is normal. Let the process complete.
• If you run into any issues, contact SignTracker Support for help.