Quickbooks – Accounting Integration

QuickBooks Desktop + Bilflo Integration Guide 

Integrating QuickBooks Desktop with Bilflo lets you automatically create and update Employees (Contractors and Team Members) and send their information to QuickBooks—such as names, pay rates, hours, addresses, and contact details.

This setup only needs to be done once.

Part 1: Initial Setup (One-Time Only)

Follow these steps on the computer where QuickBooks Desktop is installed.

1. Install the QuickBooks Remote Connector

1. Download the QuickBooks Remote Connector. (http://remoteconnector.com/) 
2. Install it on the computer that runs QuickBooks (your “QB Computer”).

2. Open the Remote Connector

1. On the QB Computer, open the QuickBooks Remote Connector program.
2. This program must stay running for Bilflo to connect.
   *We recommend leaving it running at all times.

3. Add Your QuickBooks Admin User

Inside the Remote Connector:

1. Go to Users → click Add.
2. Enter your QuickBooks admin username and password.
3. Set Authentication to Basic Authentication.
4. Select your QuickBooks company file. (*Make sure the permission to access the file is the same as the windows Admin User) 
5. Set Application Name to Bilflo.
6. Set Data Access to Full.
7. Click OK.

4. Configure Advanced Settings

Go to the Advanced tab and set:

• Port: 2080
• Persistent Connections: Enabled
• Idle Timeout: 30 seconds

Click Start to activate the connection service.

5. Network Setup (IT Admin Required)

Have your IT administrator:

1. Open port 2080 on the QB Computer.
2. Assign a static IP address to the QB Computer.
3. Provide you with that static IP.

6. Enter QuickBooks Connection Info in Bilflo

In Bilflo → Integrations → QuickBooks:

1. Enter the static IP address of the QB Computer.
2. Enter your QuickBooks Admin Username and Password.
3. Click Verify to start the connection.
   

7. Approve the Integration Inside QuickBooks

QuickBooks will pop up a permission window:

1. Select:
   “Yes, always; allow access even if QuickBooks is not running.”
2. If another dialog appears, click Yes.
3. Choose the QuickBooks admin user.
4. Check the box to allow access to personal data (e.g., SSNs).
5. Click Continue → Done.

8. Map Existing Clients and Invoice Items

After connecting, map any existing Client/Invoice data so that Bilflo and QuickBooks match correctly.
Invoice Mapping: https://www.bilflo.com/kb/quickbooks-object-mapping
Client Mapping: https://www.bilflo.com/kb/quickbooks-match-clients

Part 2: Syncing Data

Create Type

• Any new Contractor or Team Member in Bilflo appears in the Sync page as Create.
• Syncing will create a new Employee in QuickBooks.

Update Type

• If a Contractor or Team Member changes in Bilflo, it appears as an update.
• Syncing will update the existing Employee in QuickBooks.

Part 3: Exporting Timecards

Once a Contractor/Team Member is synced:

• Their timecards will appear on the Export page.
• Exporting will send the hours to QuickBooks.
• Exported timecards appear under Export History, so you always know what has been sent.