Syncing Minute7 with QuickBooks using the QuickBooks Web Connector

QuickBooks 2006+ for Windows will allow you to synchronize information with Minute7 using the QuickBooks Web Connector, a free program from Intuit that allows QuickBooks to interface with web applications like Minute7. If you already have the Web Connector installed, you can skip to the Web Connector Minute7 setup instructions or if you've already done that, you can skip to the Web Connector usage instructions.

If you have a Mac, you'll need at least OS X 10.4 running PC emulation software like Bootcamp or Parallels and of course QuickBooks 2006+ (for Windows)

You only need to install and configure QuickBooks Web Connector once!

After the one-time setup, syncing QuickBooks with Minute7 is a one-click process, or can be done automatically in the background (see below for more information).

Instructions for installing QuickBooks Web Connector

Watch a video tutorial to learn how to install QuickBooks Web Connector

Download and then run the QuickBooks Web Connector installer

1. Download and install QuickBooks Web Connector from Intuit

Open a new browser window to Intuit's QuickBooks Web Connector, then click on the Download and install the QuickBooks Web Connector link. A window similar to the one pictured will appear.
Download the QuickBooks Web Connector installer application to a location on your computer (your desktop, for example) and run the installer by double clicking on it.

Install QuickBooks Web Connector

2. Install the QuickBooks Web Connector

Allow the QuickBooks Web Connector installer to complete by agreeing to its license and proceeding through its installation options.

Instructions for setting up QuickBooks Web Connector to work with Minute7

Watch a video tutorial to learn how to setup QuickBooks Web Connector (you only need to do this once) and sync Minute7 using Web Connector

Download your Minute7 QWC file to be used with QuickBooks Web Connector

1. Download your QWC File

  1. In Minute7, while using an account with the export permission, click on the Sync tab at the top of the screen.
  2. Click the link labeled "Web Connector File".
  3. Name and Save the file to your Desktop so it's easy to find. You can delete it later.

2. Run QuickBooks Web Connector

Either double-click the QWC file you just downloaded, or open QuickBooks Web Connector by:

  1. Going to the Start Menu
  2. Selecting All Programs
  3. Selecting QuickBooks
  4. And then selecting QuickBooks Web Connector.

3. Add Minute7 as a QuickBooks Web Connector Application

  1. In QuickBooks Web Connector, select the Add an Application button in the lower right corner of the screen.
  2. Select the saved QWC file from your Desktop and click OK.

4. Allow QuickBooks Web Connector to work with Minute7

A screen will appear with information about Minute7, including its support URL, security certificate information, etc.
Make sure QuickBooks is running and open to the correct company file, then click OK to allow QuickBooks Web Connector to interact with Minute7.

5. Set permissions for Minute7 within QuickBooks

  1. In QuickBooks, a window will open up asking you to grant access to your QuickBooks file to Minute7. If you only want to run the sync process when QuickBooks is open, choose the radio button "Yes, whenever this QuickBooks company file is open"; if you intend to run the sync process even if QuickBooks itself is not open, you should select "Yes, always; allow access even if QuickBooks is not running".
  2. If you use time data to create paychecks for employees in QuickBooks, check "Allow this application to access Social Security Numbers, customer credit card information, and other personal data". Otherwise, it's not necessary to allow Minute7 to access sensitive data. Minute7 will never store sensitive data like social security numbers, customer credit card numbers, etc but QuickBooks requires that this access be in place if you have configured QuickBooks to manage payroll for your employees (otherwise, Minute7 can't communicate time entry data to QuickBooks).
  3. Click "Continue" to save your preferences, and "Done" in the summary window that pops up to confirm your settings.

6. Add your Minute7 password, select Minute7, then click Update Selected to synchronize it with QuickBooks

  1. Back in the Web Connector, under "Password", enter the password you use to log in to Minute7 with the username that downloaded the Web Connect file (likely your manager account password).
  2. Check the box next to the Minute7 application name, and click "Update Selected" to run the update. Allow the syncing process to run through.
  3. The next time you are ready to export your time entries and sync Minute7 with your QuickBooks file, simply open the Web Connector, check off Minute7, and click "Update Selected"— and you're set!

Instructions for Syncing Minute7 using QuickBooks Web Connector

Watch a video tutorial to learn how to sync Minute7 with QuickBooks

Do this each time you want to sync time entries into QuickBooks or update the QuickBooks company information in Minute7

Select Minute7, then click Update Selected to synchronize it with QuickBooks

  1. Check the box next to the Minute7 application name, and click "Update Selected" to run the update. Allow the syncing process to run through.
  2. Entries marked as disapproved will not be exported for inclusion in your QuickBooks file.
  3. By default, Minute7 will not export time entries that have been modified (or created) in the past 8 hours. We recommend keeping this setting, so that time entries are not edited after being synchronized to QuickBooks. If you wish to change this setting, you can do so on your Account Settings page.
  4. If changes are made to a time entry after it has been synced to QuickBooks, these changes will not propagate from Minute7 to QuickBooks on subsequent syncs. Intuit has only added support for updating time entries that have already been synced to QuickBooks in very recent versions of QuickBooks, and Minute7 targets compatibility with a broader range of QuickBooks versions than can support updating time entries after they have been synced.

Optional: Setup Minute7 to sync automatically

By default, Minute7 will only sync with your QuickBooks file when you tell it to in the Web Connector. However, you can set Minute7 to automatically sync at any time interval you choose in the QuickBooks Web Connector.

  1. When the Web Connector is open, check the "Auto-Run" box that appears beside the Minute7 application description.
  2. Then, enter the number of minutes you want the Web Connector to wait in between updates. The default in QuickBooks Web Connector is 60 minutes, but we recommend automatically syncing at most every two days. An ideal automatic sync interval for many companies is one week, while some companies prefer to sync automatically only once per month.
  3. For your reference, one week is 10,080 minutes, and 30 days is 43,200 minutes.
  4. Note: If you set the Minute7 sync process to Auto-Run, both the Web Connector and QuickBooks must be open for the sync to complete.

What version of QuickBooks works with the web connector?

The web connector works with pretty much all versions of QuickBooks Desktop. Here is a current list from Intuit.