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Changing the QuickBooks Company File Path in Webgility Desktop

This article guides Webgility Desktop users through the process of updating the QuickBooks Desktop company file location that the application uses to connect to accounting data. This update is essential when the QuickBooks Desktop company file has been moved to a new folder, drive, or server, ensuring that Webgility Desktop can successfully reconnect and continue functioning without interruption.

Overview

When you move your QuickBooks company file, Webgility Desktop needs to know its new location to maintain your connection and data synchronization. This guide outlines the simple steps to update the file path and verify that Webgility Desktop is successfully connected to your QuickBooks company file.

Step-by-Step Process to Update QuickBooks File Path

Follow these steps to update the QuickBooks company file path in Webgility Desktop:

  1. Launch Your QuickBooks Company File:

    • First, make sure your QuickBooks company file is open on your computer.

  2. Access Webgility Desktop Connection Settings:

    • Open Webgility Desktop.
    • Navigate to Connections > Accounting/POS/ERP > Edit Connection.

  3. Locate the Company File Path Field:

    • In the QuickBooks connection window, you will see a field labeled "Company file location" (or similar). This field currently displays the old path to your QuickBooks company file.

  4. Find the New QuickBooks Company File Path:

    • In your open QuickBooks company file, press F2 or Control + 1 on your keyboard to open the Product Information window.
    • In this window, look for the "File Information" section. You will see the full path to your QuickBooks company file.
    • Copy this entire path.

  5. Update the Path in Webgility Desktop:

    • Go back to the Webgility Desktop QuickBooks connection window (from Step 2).
    • Paste the copied file path (from Step 4) into the "Company file location" field, replacing the old path.

  6. Connect to QuickBooks:

    • Click the "Connect to QuickBooks" button.
    • If QuickBooks prompts you for an Application Certificate, grant permission for Webgility Desktop to connect (e.g., "Yes, always; allow access even if QuickBooks is not running").

  7. Verify the Connection:

    • Webgility Desktop should now successfully connect to your QuickBooks company file at its new location.
    • Look for a confirmation message indicating a successful connection. You can also try to view your QuickBooks data within Webgility Desktop (e.g., refreshing lists, trying a test sync) to confirm full functionality.

Best Practices and Considerations

  • Permissions: Ensure that the user account running Webgility Desktop has the necessary network permissions to access the new QuickBooks company file location (especially if it's on a shared network drive or server).
  • QuickBooks in Single-User Mode: For initial connection setup or if you encounter issues, ensure your QuickBooks company file is open in single-user mode and you are logged in as the QuickBooks Admin user. You can switch back to multi-user mode after the connection is established.
  • Backups: It's always a good practice to back up your Webgility Desktop database and your QuickBooks company file before making significant changes like moving file locations. You can find instructions on how to back up your Webgility Desktop database here: How to Create a Webgility Database Backup.