Step 1 - Log in to your BrightGauge Account
If you have not created an account yet, go here to get started.
Once you have logged in:
- For New Accounts
From the Account Overview page, click on the "Add a Datasource" button:
If you are logged in with an Existing Account:
Click on the "Data" menu at the top righthand corner of the screen, and select "Datasources" from the drop down menu:
Find the Quickbooks Web Connector datasource under "All" or under the appropriate category:
Step 2 - Configure the Datasource Settings
We'll need some information on your current setup to get started. Please be sure to fill this in EXACTLY as mentioned below, or you will run into issues with the connection process.
A) Name: This will be the name the datasource will have within BrightGauge. This is for your reference only.
B) File Path: Please enter the full file path to the Quickbooks company file as you would access it from the machine that has the Quickbooks Web Connector installed. This needs to match the file path that the Quickbooks client is already using. The easiest way to get this is by launching Quickbooks (without logging into the company file) and seeing the path it lists there:
You will need to include the FULL file path including the file name (and extension). In the end, the path for the file pictured above would look like this format:
C:\Users\Public\Documents\Intuit\Quickbooks\Sample Company Files\Quickbooks 2015\sample_service-based business.qbw
Please be sure not to include any extra spaces, characters, symbols etc.
C) Password: Please create a basic alpha-numeric password (less than 30 characters long) for the web connector integration to use. (Using a complex password with symbols will result in an error when saving the datasource page.) Please be sure to DOCUMENT THIS PASSWORD! This is NOT the password to your company file, nor your BrightGauge password; please do not use either of these. This is a new password that you are creating solely for the purpose of authenticating the datasource and the web connector. You will need this again in a few minutes.
Once filled in - click on save.
(Note: If you receive a "We are sorry" error when saving the datasource, please ensure that a basic alpha-numeric password is being used.
Step 3 - Configure Web Connector
A) Click on the datasource again, there will now be a link to download an installation file:
You will want to move this file to the machine where the web connector is installed, but please DO NOT OPEN IT YET. This machine must have the Quickbooks client installed on it, as well as the latest version of the web connector.
B) Open up Quickbooks and login to the company file as the "Admin" user within the desired company file and switch over to single user mode.
C) Once logged in to the client, go ahead and double click on the file you downloaded earlier. This will prompt the following authentication window to appear within the Quickbooks client:
Please select the "Yes, always allow access even if Quickbooks is not running", Select the "Admin" user from the drop-down, and click continue.
D) The BrightGauge application will then appear within the Web Connector itself.
Check the box to the left to select the BrightGauge entry, and then click on ‘Update Selected’. You will then be prompted to enter the password you created earlier on the datasource page during STEP 2C above.
E) Click "save". Once it runs successfully, it should look like this:
Note: Please do not edit the sync interval (titled “Every-Min”) on the web connector, as changing the interval from the original default setting WILL BREAK the integration.
F) You can switch the company file back to "multi-user" mode, log off from the company file and exit the Quickbooks client.
Note: Please note that there must an active Windows user session in order for the web connector to run (this is a requirement from Intuit).
Step 4 - Kick-Off Initial Dataset Sync
For this last step, you'll need to go to your datasets page. You will see new datasets for the Quickbooks Web Connector integration:
You will need to click on each of them and manually click the sync button within:
This is only required for this initial setup, after that the datasets will sync automatically.
Dashboards, reports, datasets, and gauges will be added to your account after the datasource is saved. They will start syncing immediately and typically complete syncing after 20-30 minutes.
Your Default Dashboards
- BGS - COGS Detail
- BGS - Expenses Detail
- BGS - Financial Overview
- BGS - Revenue Detail
Your Default Reports
- BGS - Financial Overview
- Monthly Expense Report
- Quarterly P&L Review
- Weekly Account Review
For a list of all default gauges, please visit the "Gauges" section of your account, sort by the Datasource you'd like to see and select for Default.
For additional information, please check out our support forums at support.brightgauge.com.