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Sync Your QuickBooks Desktop Account with Levelset


Click on the Settings gear icon at the top right corner of your dashboard and select Integrations and Partners.

Hover over Quickbooks Desktop integration and click Install.

Select how you organize your projects in QuickBooks Desktop.

Helpful Hint: Do you use “Customers” or “Jobs” to track separate projects in QuickBooks Desktop? This will enable you to sync all QuickBooks invoices for a particular project with the same project in Levelset.

Select a Line of Business under Project Settings and associate a Levelset project type with each QuickBooks project type.

Helpful Hint: If you don’t already have a Line of Business set up with your default project settings, click out of the Integrations page and follow the instructions in this article on how to set up a Line of Business.

Helpful Hint: Your role, your hiring party’s role, and the type of project you are working on can affect your deadline to send notices or file liens in each state, so Levelset needs this information to provide accurate deadline tracking.

Select the QuickBooks job status(es) of projects you want to pull over from QuickBooks to Levelset. The job status can be found on the Job Information tab of each project in QuickBooks. If you do not use Job Statuses, this populated with “None” by default – choose “None” from the Levelset dropdown menu so that jobs without statuses still sync over.

Select which jobs you want to import from your QuickBooks Desktop account to Levelset. You can import jobs created after a certain date, or choose to import all jobs.

Select if you want to update project dates in Levelset based on your first and last invoice dates. This is highly recommended and will allow you to easily automate your deadline tracking in Levelset.

When you’re satisfied with your settings, click Connect QuickBooks Desktop Account. Follow Step 1 of the Install Instructions and click the link to Download the QuickBooks Web Connector. You will be re-directed to the the QuickBooks Web Connector landing page on the Intuit Developer site, where you can click the link to Download, unzip, and install the QuickBooks Web Connector.

Once you have downloaded and unzipped the file, select the QBWebConnectorInstaller application and run the file. Proceed through the series of questions required to install.

After the QBWebConnector is installed, go back to the steps in Levelset to Enable QuickBooks Desktop Integration and download the ‘.qwc’ file in Step 2.

Open QuickBooks Desktop on your computer, click ‘File’ in the QuickBooks Desktop menu, then ‘Update Web Services’ from the dropdown list. Through the pop-up window that appears for the QuickBooks Web Connector, click the ‘Add Application’ button and select the ‘.qwc’ file that you downloaded from your computer and click ‘Open.’

A pop up window will appear asking if you’d like to allow the integration, to continue click on ‘OK.’

A second window will appear asking you if you want to allow this application to read and modify this company file. Select the fourth and final option: “Yes, always allow access even if QuickBooks is not running.” Then click Continue.

You will then see the Levelset Integrator appear in the Web Connector window.

Return to Levelset. On the instructions page to Enable QuickBooks Desktop Integration, copy the password from Step 3 and paste it into the password box in the Web Connector window.

To make sure your QuickBooks account syncs with Levelset automatically on a recurring basis, check the box under ‘Auto-Run’ and input the frequency with which you want your accounts to sync (Entering “5” will sync your accounts every 5 minutes, “60” every 60 minutes, etc.).

Helpful Hint: You can force a manual sync of your accounts at any time by selecting the box to the left of the Levelset Integrator then clicking “Update Selected.”

The integration is now successfully installed to your Quickbooks Desktop company file. You can always change the integration to be manual or automatic at any time through the ‘Update Web Services’ tab in QuickBooks.

Helpful Hint: To learn more on how the job’s information should be set up in QuickBooks Desktop, check out this checklist.