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Webgility Extension Opens New QuickBooks File Instead of Existing Company File

This article helps Webgility Online users resolve an issue where QuickBooks Desktop opens a new company file instead of linking to the existing one during the Webgility Desktop Extension connection. It outlines troubleshooting steps and corrective actions to ensure proper integration and data consistency.

Scenario Overview

When connecting the Webgility Extension to QuickBooks Desktop, users may experience QuickBooks opening a new file instead of linking to the existing company file. This guide outlines the troubleshooting process and corrective actions.

Root Cause

A misconfigured or outdated apiconfig file, or issues with how applications are closed and relaunched, can cause the QuickBooks-Webgility connection to fail, resulting in new file creation. Problems with folder or user permissions can also block a successful connection.

Troubleshooting Steps

1. Close All Relevant Applications

  • Ensure both Webgility Extension and QuickBooks Desktop are fully closed.
  • Use Task Manager (Ctrl + Shift + Esc) to verify that no lingering processes for either application remain.
  • Confirm QuickBooks is completely closed (no background processes) before proceeding to reconnect. This helps avoid conflicts during integration.

2. Confirm Proper Folder Permissions

  • Locate the QuickBooks company file and its parent folder on the server or computer.
  • Right-click the folder, select Properties, go to the Security tab, and confirm the relevant Windows user and/or Webgility service account has Full Control (Read/Write) permissions.
  • If needed, click Edit, select or add the correct user, and check Full Control. Click Apply to save changes.

3. Step-by-Step Permission Adjustments in QuickBooks

  • Open QuickBooks Desktop as an Administrator.
  • Go to Company > Set Up Users and Passwords > Set Up Users.
  • Identify the user account used by Webgility for integration, and ensure correct permissions for file access and modifications.
  • Make adjustments as needed, save, and close QuickBooks.

4. Edit the apiconfig File

  • Locate the apiconfig file for the Webgility Extension (typically found in the application's install directory).
  • Open the file with a text editor (e.g., Notepad).
  • Ensure you have client ID saved as NULL and the node should look like this <ClientID>NULL</ClientID>
  • Save and close the file.

5. Reconnect Webgility Extension to QuickBooks Desktop

  • Reopen QuickBooks Desktop and Webgility Extension.
  • Initiate the connection between the two applications, following standard connection prompts.
  • When prompted, ensure you select the correct company file in QuickBooks.

6. Confirm and Monitor Connection

  • Verify that the intended company file is linked and no new files are created.
  • Monitor for unexpected file openings or disconnections.
  • Contact support if the issue recurs, and document the troubleshooting performed for future reference.

Best Practices for Ongoing Stability

  • Always close both applications properly before making configuration changes.
  • Maintain regular backups of the QuickBooks company file and Webgility configuration files.
  • Regularly confirm that file/folder and user permissions remain correct, especially after system updates or access changes.
  • Ensure prompt reporting of any future connection issues for expedited resolution.