Setting up QB Connector is easy. Getting started takes only four steps:

  1. Search the Sample Company File Index
  2. Authorize QB Connector to Access Your QuickBooks Company File
  3. Index Your QuickBooks Company File
  4. Search Your QuickBooks Company File
 

Search the Sample Company File Index

QB Connector comes pre-configured with a sample company file to test out its speedy searching capabilities. In your browser, navigate to your QB Connector host. Enter your credentials if necessary. You will be presented with the QB Connector search page. In our example on the right, we have entered "Kristy" into the search box, since that name yields a good number of results with the sample data.

A page of ranked results appear quickly with links to invoices, purchase orders, and other types all matching our search term. Clicking on a link brings you to a page formatted for the specific type of record you are viewing (estimate, e.g.). Buttons above the formatted record allow you to return to the results page or print the form.


 

Authorize QB Connector to Access QuickBooks

You will want QB Connector to access your own QuickBooks company file. By default, QB Connector uses the Sample Company File to provide data. Here's how to get your own company file working.

Click on the Settings tab in the blue navigation bar. In the Settings page you will find several settings available to you to control the behavior of QB Connector. Right now we're interested in the Connection to QuickBooks setting, which allows you to connect to a QuickBooks company file in several ways. Here's a walkthrough of the various options:

1) Sample Company File: References the default company file QB Connector uses with a new instance.

2) Currently Open Company File: To access your currently open company file, you must authorize QB Connector with a running instance of QuickBooks. [+] more

  1. In QuickBooks, make sure you are logged on as an administrator in single-user mode.
  2. Back in QB Connector, select the Currently Open Company File option under the Connection to QuickBooks heading.
  3. Click the Test Connection button.
  4. In QuickBooks, a dialog will appear that asks you if you would like to grant QB Connector to access your currently open company file.
  5. You will be presented with confirmation dialog in QuickBooks. Click Yes if you feel the settings you have entered are correct.
  6. QuickBooks will now present you with a final confirmation dialog. Clicking Done will finalize QB Connector's authorization to access QuickBooks company file. You may now return to QB Connector in your browser.

For help with any issues that may arise while trying to authorize QB Connector, please see the Frequently Asked Questions page.

3) Other Company File: To access a company file other than the one currently open running instance of QuickBooks, specify the fully qualified path name of the file you wish to use in the text field. You must authorize QB Connector with a running instance of QuickBooks to access your currently open company file. [+] more

  1. Before proceeding, make sure QuickBooks is currently running on your local machine. If it isn't, go ahead and launch it now.
  2. In QuickBooks, make sure you are logged on as an administrator in single-user mode.
  3. Back in QB Connector, select the Other Company File option under the Connection to QuickBooks heading.
  4. Click the Test Connection button.
  5. In QuickBooks, a dialog will appear that asks you if you would like to grant QB Connector to access your currently open company file.
  6. You will be presented with confirmation dialog in QuickBooks. Click Yes if you feel the settings you have entered are correct.
  7. QuickBooks will now present you with a final confirmation dialog. Clicking Done will finalize QB Connector's authorization to access QuickBooks company file. You may now return to QB Connector in your browser.

    For help with any issues that may arise while trying to authorize QB Connector, please see the Frequently Asked Questions page.

4) QuickBooks Online: To access your data through QuickBooks Online, QB Connector needs a Connection Ticket issued by QuickBooks Online. [+] more

  1. From the Settings page, click on the Configure link next to the Connection Ticket text field. You will be taken to a QuickBooks Online login form at the QuickBooks Online site.
  2. Enter your credentials into the form and log in.
  3. QuickBooks Online will ask you several questions about the levels of access to your data you wish to grant QB Connector.
    On the setup page marked Login Security, you will be presented with three options regarding login security. QB Connector will only connect with QuickBooks Online if the first option labeled No, anyone who can run RSSBus on this computer can use the connection is selected. The other options require a session ticket to be updated every hour, which won't allow the QB Connector to continuously update the local index.
  4. When you are finished, QuickBooks Online will present you with a Connection Key. Copy the Connection Key and navigate back to the Settings page in QB Connector.
  5. In the Connection Ticket text field, paste the Connection Key you copied from QuickBooks Online.
  6. Click the Test Connection button. QB Connector should now indicate the that connection was successful. If it does not, please visit the Troubleshooting Guide.

Now that you've selected a way for QB Connector to connect to your company file, click the Save Changes button. QB Connector will prompt you whether you would like to update the index. You can only search the data in your company file after QB Connector indexes it. Indexing can take several minutes, depending on the size of the company file.

If you would like to save the changes you made to your settings and index your company file, click Yes. Otherwise, simply click Continue to save any changes.


 

Index Your QuickBooks Company File

In order to perform searches, QB Connector must index your company file. When you saved changes during the authorization process, if you allowed QB Connector to go ahead and index your file, you are ready to search QuickBooks. Otherwise, read the following steps to index your company file.

  1. Navigate to the Settings page in QB Connector by clicking on the Settings link in the top navigation bar.
  2. Under the Index heading on the Settings page, click Update Index button.
  3. QB Connector will now index your company file. Depending on the size of the file, this may take a few minutes. A message will appear when it is finished
You are now ready to search your QuickBooks company file.

Keeping Your Index Up To Date

QB Connector updates the index of your company file at regular intervals to provide the latest data. By default, this interval is set to 60 minutes. You may change this interval to suit your needs on the Settings page.


 

Searching your QuickBooks company file is a breeze now that you've enabled indexing. Simply navigate to the Search page and search away.

 
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