QuickBooks Desktop

Wesley exchanges reviewed data with the desktop company file through Wesley QBD Connector on the Windows computer that can open QuickBooks Desktop. Keep that computer, QuickBooks Desktop, and the correct company file available while the connector runs.

Open the client, then go to Settings > Integrations > QuickBooks Desktop.

Connection states

Set up Wesley QBD Connector

Use the Windows computer that has access to the intended QuickBooks Desktop company file.

1. Confirm the Wesley client and the QuickBooks company file that should be paired.
2. Start setup from the QuickBooks Desktop integration page.
3. Download or open Wesley QBD Connector when prompted.
4. Open the setup file in the connector.
5. Open the correct company file in QuickBooks Desktop and approve Wesley's one-time QuickBooks application permission prompt.
6. In Wesley QBD Connector, choose Sync and keep QuickBooks available until the initial load finishes.
7. Return to Wesley and confirm the company-file name, last-seen time, and Connected state.

If the connector was already installed, use Open Wesley QBD Connector instead of downloading another copy. Keep one Wesley client paired with the intended company file; do not switch open company files during a run.

Load current QuickBooks data

1. Open QuickBooks Desktop Sync Review.
2. Choose the journal start and end dates.
3. Request a fresh QBD data load.
4. When Wesley says Continue in Wesley QBD Connector, open the connector on the QBD computer and choose Sync.
5. Wait until the connector finishes and the browser comparison refreshes.

The review can include company information, chart of accounts, vendors, customers, employees, classes, opening balances, account/payee summaries, and journals for the requested scope. An opening-balance snapshot is applicable only when the selected range starts after Wesley's full-history floor of January 1, 1901; a full-history sync has no prior-day balance to request.

Changing the date range requires a new desktop load. Check the latest load time before relying on the comparison.

From the embedded Wesley AI Agent, Sync & import QBD-only asks for From and Through dates. The Agent runs a fresh sync for exactly that period and imports from the same preview snapshot. Wesley rejects a mismatched range, changed snapshot, or preview older than 60 minutes, so run the sync again when the preview is stale.

Review the comparison

The sync review compares accounts, opening balances, and journals. Journal differences can include transaction type, date, entry details, report classification, and line-level account, payee, class, memo, debit, or credit differences.

Review in this order:

1. confirm the company file and date range;
2. resolve account mapping and report-classification issues;
3. compare opening balances when the selected range has a prior-day balance;
4. review matched, changed, QBD-only, and Wesley-only journal records;
5. identify possible duplicates;
6. select the intended direction for each change;
7. apply only the selected changes.

Matching journal rows do not guarantee matching Balance Sheets if applicable opening balances differ. Fix or document opening-balance differences before calling the two books synchronized.

Apply selected changes

The review can prepare four kinds of action:

• apply selected QBD records to Wesley;
• delete the Wesley-side record when the reviewed source indicates it should be removed;
• send selected Wesley records to QBD;
• delete the QBD-side record when that is the reviewed target.

Some actions that change the desktop company file require another connector run. When the page says Apply selected changes with Wesley QBD Connector, return to the QBD computer and run the connector again.

Applying QBD records to Wesley is different: after you confirm the reviewed selection, the Connector queues the import only if Wesley has the complete chart of accounts, any opening-balance snapshot applicable to the selected range, payee and class rosters, and the exact journal/native-document snapshot cached for that range and transaction-type selection. After Wesley accepts the job, it releases the active action and QBD can be closed. The QBD worker validates the pinned snapshot again, imports the records in chunks, retries temporary failures, and refreshes the comparison and verification reports. If the complete cache is unavailable, Wesley does not queue the job and asks you to run a fresh full sync while QBD is open. Wesley emails the user who requested the import when the background job succeeds, fails, or needs attention. Actions that write to or delete from the desktop company file still require the Connector and the correct QuickBooks company file to remain available.

When a QBD-only record is an Invoice, Receive Payment, Credit Memo, Bill, Bill Payment, or Vendor Credit, Wesley keeps the imported journal and also types it as native A/R or A/P activity. Each pinned import refreshes native typing for exact matched QBD transaction IDs in the selected period, so journals imported before this feature receive current document details even when no new QBD-only journal remains. Payment and credit links are preserved when QBD supplies the applied transaction and amount, allowing the open-invoice and open-bill views to reflect the native applications instead of presenting those transactions as generic journal balances.

The native record preserves its exact QBD transaction identity, customer or vendor, terms, due date, total and open or unapplied balance, paid or pending status, and currency context. For an exact linked journal, QBD Pending stays Pending instead of being translated into Wesley Draft and is excluded from financial statements, opening balances, journal-report totals, and account/vendor totals until QBD posts it. A brand-new pending header remains in QBD and does not create a fake posted invoice or bill in Wesley. Bill Pending is available only when QBD exposes IsPending through qbXML 16.0 (QuickBooks Desktop 2023 R3 or newer); older versions cannot distinguish that Bill state. If the customer/vendor identity or A/R/A/P account is not uniquely resolvable, Wesley leaves the operation in Needs attention instead of guessing.

While QuickBooks Desktop remains connected, edit or delete a QBD-owned invoice, receipt, credit, bill, bill payment, or vendor credit in QuickBooks Desktop and sync it back to Wesley. Wesley keeps these provider-owned documents read-only so a later Desktop refresh cannot silently overwrite a local document change.

If either side of an application falls outside the selected range and QBD does not return an authoritative remaining balance, Wesley preserves the existing balance and leaves the operation in Needs attention. Expand the sync range to include both the payment or credit and its linked invoice or bill; Wesley does not estimate an A/R or A/P balance from incomplete application history.

Read the displayed result for every selected item. For a queued QBD-to-Wesley import, wait for the completion email and then refresh the comparison before assuming both books match. If the operation is incomplete or needs attention, correct the affected items and run a new comparison.

Large full-snapshot imports use a compact all-QBD-only request, are rebuilt from the pinned server snapshot, and support up to 100,000 journals per background job. The worker still imports them in bounded chunks and checkpoints each completed chunk. Interrupted full-snapshot jobs rebuild only the remaining QBD-only selection instead of replaying completed batches.

If Undo is offered, follow the displayed instructions. A change to the desktop file may require another connector run with the same company file open.

File setup fallback

When the live desktop handoff cannot be used, the integration includes a file-based setup path, including hosted-desktop or Swizznet-style workflows. It requires both:

• a QuickBooks IIF list export containing account and name-list rows; and
• a QuickBooks Desktop Journal report in CSV, XLS, or XLSX format.

Each setup file can be up to 25 MB. The IIF file must contain usable account, vendor, or customer list rows, and the Journal report must contain the account/payee amount detail used by setup. Wesley imports the available chart of accounts, name lists, preferences, and journal file into the client book. Review the import summary and any skipped or missing accounts.

If the same Journal report is imported again, Wesley uses the QuickBooks Desktop Trans # to update the matching journal instead of creating another one. If multiple existing QBD journals already share that Trans #, the import stops so the duplicates can be resolved first.

File setup is an import path, not continuous two-way sync. Run it only with exports from the correct company file and reporting period.

Disconnect and reconnect

Disconnect removes Wesley's QuickBooks Desktop connection. It does not delete previously imported Wesley accounts, payees, or journals. It also does not change, delete, or roll back the QuickBooks Desktop company file. Retained QBD journal lines can then be edited or reclassified locally in Wesley; reconnecting restores provider protection for entries that still carry QBD source identity.

Before disconnecting, finish or cancel queued connector work and capture any operation errors you need. To reconnect later, repeat connector setup for the same Wesley client and correct company file, then load a fresh comparison.

Troubleshooting

The page stays on Continue in Wesley QBD Connector

Open the connector on the QuickBooks computer, confirm the correct company file is open, and choose Sync. Verify that Wesley's QuickBooks application permission is allowed and wait for the run to finish.

The connector reports a setup error

Return to the integration page and restart setup for the correct client and company file. Do not reuse a setup file created for another client.

The connection shows Needs attention

Open the latest operation and last error. Common causes include the wrong or closed company file, a QuickBooks modal dialog, denied Wesley application access, an invalid date range, or a failed selected change. Correct the desktop condition and retry.

Selected changes remain queued

For changes to the QBD company file, run Wesley QBD Connector against the paired company file, then refresh the operation summary and comparison. For a QBD-to-Wesley import that was already accepted by the Connector, the Wesley QBD worker continues without the Connector; wait for the success or failure email. If no email arrives and the operation remains queued, open the latest operation details and retry from a fresh comparison.

Journals match but balances do not

Review the opening-balance and report-classification sections. A matching journal range can still produce different financial statements when the starting balances or account classifications differ.

Live setup is unavailable

Use the IIF plus Journal-report file setup only when you can produce current exports from the intended company file. See Supported Files for the accepted formats.