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Troubleshooting QuickBooks Desktop Connection Problems on Add-On Systems in Webgility Desktop

This article helps Webgility Desktop users running add-on computer and facing issues connecting to QuickBooks Desktop. Such connectivity problems often stem from missing administrative permissions on the device. The guide provides step-by-step instructions to verify and adjust permissions, enabling users to restore QuickBooks Desktop connectivity from an add-on system.

Causes of Issues

  • The user on the add-on computer lacks administrative rights.

  • QuickBooks is not correctly connected or opened with proper permissions.

  • The company file is not accessible or hosted properly across the network.

Step-by-Step Instructions

1. Verify Windows Account Permissions

  • Log into the add-on computer using an account with Administrator rights.

  • If not already done, switch user or log out and log back in using an admin-level account.

2. Open and Connect to QuickBooks

  • Open QuickBooks Desktop on the add-on computer.

  • If required, log in as Admin in QuickBooks.

  • Navigate to:
    File > Utilities > Host Multi-User Access (if this option appears).

  • Reconnect the company file:
    File > Open or Restore Company > Open a company file > Browse to server-shared location.

3. Reconnect QuickBooks in Webgility Desktop

  • Open Webgility Desktop.

  • Go to:
    Connections > Accounting/POS/ERP > Edit Connection.

  • Ensure the correct QuickBooks company file is selected.

  • Click Test QuickBooks Connection and ensure it connects successfully.

4. Post a Test Order

  • Try posting a sample order or transaction to QuickBooks.

  • Verify if the posting completes without error.

Best Practices

  • Always run QuickBooks and Webgility Desktop as Administrator on all computers.

  • Use consistent, properly permissioned Windows user accounts for QuickBooks integration tasks.

  • Regularly review Windows account permissions if access or posting issues begin appearing on add-on systems.

Note:
If QuickBooks fails to connect even after verifying permissions, confirm the company file is being hosted correctly and that the network location is accessible from the add-on computer.