Software/Operating System Requirements
We support US versions of Quickbooks Desktop (versions 2021 or later) Windows ONLY. This includes Contractor, Pro, Premier and Enterprise. We do not support Quickbooks Desktop for MAC or any other operating system.
Quickbooks Desktop is required to be up to date and running on Windows 10.
If Quickbooks Desktop is hosted in the cloud by a 3rd party, please verify that they allow integrations with other software. If not, you won’t be able to integrate with HCP unless you discontinue that service or switch to Quickbooks Online.
If QuickBooks Desktop is hosted on a Windows server, it must be Windows Server 2016 R2 or later. Microsoft does not support earlier versions. If you have a version earlier than Windows Server 2016 R2, you will need to update to a newer server version or switch to QuickBooks Online.
When running the Web Connector, you must be logged into a Quickbooks Desktop Admin account.
Steps for Setting up the Quickbooks Desktop/HCP Integration
The steps below will allow you to bypass importing your Quickbooks Desktop job history into Housecall Pro.
Step 1: Login to your Housecall Pro account and click into 'My Apps' section
Step 2: Scroll down and select the Quickbooks Desktop app by clicking on 'Learn More'. Then in the top right corner, enable by toggling the app on.
Step 3: Follow the on-boarding prompts, starting with Downloading the QWC file. Click on Download Authentication.
Step 4: Open Quickbooks Desktop, click "File" and then "Update Web Services". You will then see the following pop up:
Click "Add an Application"
Step 4: Upload the QWC authentication file by selecting the correct QWC file and clicking "Open"
Step 5: Give Housecall Pro permission to access your Quickbooks data. Make sure the name of the requesting application is HousecallProQBWC and the name of the Security Certificate Information is housecallpro.com. Then press "OK."
Step 6: You will then be asked to select an answer for whether you want to allow the application to read and modify this company file. Select "Yes, prompt each time"
Step 7: Do you want to import data from Quickbooks Desktop into Housecall Pro? If so, click next to begin the import.
If you DO NOT wish to import data into HCP, select skip import and proceed with the next step, setting up your default accounts.
Step 8: Next, you'll need to set up your default accounts. In order to properly sync transactions to Quickbooks Desktop, we need to know what default accounts to push payments, refunds, list items, taxes, and tips to.
If these default accounts are set up already in your Quickbooks Desktop account, please enter the names exactly as they are set in your Quickbooks Desktop account. If you don't have these accounts set up, no problem, add a name in that field and we will create it for you in Quickbooks Desktop.
What are these accounts for?
Bank account - This is the name of the bank account that receives deposits
Accounts receivable - The account for jobs not paid at the time of service
Income account - The account that logs sales and service revenue
Gratuity account - This is a liability account for tips received
Step 8: Enter Your Item and Tax Information
Taxes will need to be enabled in Quickbooks Desktop, even if you do not charge tax. You will be required to create a 0% tax rate in that instance. Learn how to manage sales tax settings in Quickbooks Desktop here.
If these default accounts are set up already in your Quickbooks Desktop account, please enter the names exactly as they are set in your Quickbooks Desktop account. If you don't have these accounts set up, no problem, add a name in that field and we will create it for you in Quickbooks Desktop.
What are these accounts for?
Service item - line items that are added to an invoice but not saved in your items list
Discount item- discounts added to an invoice
Gratuity items - tips added to an invoice
Tax vendor - who you pay taxes to
0% tax rate - the name of rate when you do not charge tax
Taxable sales tax & Non-taxable sales tax code - auto-created when you turn on sales tax.
Step 9: Enter Your Payment Methods
Your customer can pay for a job using various different payment methods in Housecall Pro. The selected method used on each job will sync to Quickbooks Desktop. You may already have some of these methods setup. If so, please enter them. For methods that are not already created in Quickbooks Desktop, you can use the suggested names or add a name and we will create it for you in Quickbooks Desktop.
Housecall Pro will need to sync to a default account for all payment methods, even if you do not plan to use that payment method. For the default accounts that aren’t set up in Quickbooks Desktop already, add the name in the field and we will create it for you in Quickbooks Desktop.
Step 10: Choose to Sync Manually or Automatically
Syncing to Quickbooks Desktop can be done manually or set up to run automatically in Web Connector. If you run Quickbooks Desktop in multi-user mode we suggest syncing manually.
To manually sync:
Check the box to the far left of Web Connector
Click “update selected”
You can sync as often as you’d like following to two steps above
To set up auto-syncing
Check the autorun box
Select the increment you want the sync to run in minutes
60 minutes increments are the suggested time frame
Manual syncing can be utilized with auto-syncing
QuickBooks Desktop is prone to data loss when using auto-run and multi-user mode. For this reason we do not recommend simultaneous use. Intuit outlines resolutions here.
Step 11: This step ONLY applies if you DID NOT import data into Houseall Pro
If you skipped the import and DID NOT import data into Housecall Pro, click here to learn how to manage the Quickbooks Desktop integration. It is required that you follow the steps in the article to avoid issues with the integration.
Congrats! You just bypassed importing data into Housecall Pro and set up the sync between Housecall Pro and Quickbooks Desktop. It's important to know that we will only automatically push over new jobs going forward. Any old jobs in HCP that you need to be pushed to Quickbooks Desktop, will need to be done manually from the job details page in HCP.