Before you start
Roy’s QuickBooks Desktop connection is available for testing. Its live connection and owner-led setup are still being verified. Use a test company for now. If QuickBooks Desktop is not listed in Connections, choose another available app.
You need QuickBooks Desktop already installed, your business company ready to open, and access to the QuickBooks Admin user. Only a verified Roy business owner can approve the connection.
Which QuickBooks do you have?
If you open the QuickBooks program on a Windows computer, including a hosted Windows desktop, use this guide. An Intuit account or Desktop subscription on its own is not enough to connect your books.
If you use QuickBooks Online, follow the QuickBooks Online connection guide instead. QuickBooks Desktop for Mac cannot use this Windows connection.
Exactly what Roy reads
Roy reads Company information, Customers, Estimates, Invoices, and Payments from the company file an owner confirms. Roy does not change the company file.
Technical details for a security review
Roy uses Intuit’s QuickBooks Web Connector with a per-business username and setup code. It is the “connection app” named on this page. Roy stores only a one-way fingerprint of the setup code, and each business can reach only its own information.
How to connect
Open your company in QuickBooks
Use the Windows computer where you normally work in QuickBooks. Open the business you want Roy to use and sign in as the QuickBooks Admin user. Keep that company open throughout setup.
If someone else manages QuickBooks, ask them to approve this connection with you.
Download Roy’s setup file
Sign in to your Roy dashboard on that computer. Open Connections, choose Connect QuickBooks Desktop, then choose Download setup file.
Open the file and approve Roy
Open the downloaded file. QuickBooks’ connection app, called QuickBooks Web Connector, opens. Review any access prompt naming Roy, then choose OK to continue.
When QuickBooks asks when Roy may read your company, choose “Yes, always; allow access even if QuickBooks is not running”. Confirm that choice if asked. If Login as appears, choose the person who normally uses QuickBooks on this computer. Choose Continue, then Done.
Copy your Roy setup code
In Roy, choose Show setup code, then Copy code. In QuickBooks’ connection app, paste it into the Password box beside Roy. Press Enter and choose Yes to save it.
Use the code Roy shows you here, rather than your QuickBooks sign-in password.
Send Roy your company name
In QuickBooks’ connection app, check the box beside Roy and choose Update Selected. Wait for the update to finish, then reload Connections in Roy.
Confirm your company and bring in records
Check the company name Roy found. Choose Confirm account only if it is the business you intended to connect. Roy checks the company before bringing in any sales or payment records.
After confirming, return to QuickBooks’ connection app and choose Update Selected again with Roy checked. Once the update finishes, reload Roy’s Connections page. When it shows Connected, open Records.
Keep your records up to date
For new information to reach Roy, keep your QuickBooks computer on, connected to the internet, and signed in to Windows, with the correct company and QuickBooks’ connection app open. After restarting your computer, open both apps again.
In QuickBooks’ connection app, leave Auto-Run checked for Roy and keep the timing supplied by Roy’s setup file. Information in Roy can be older while your computer is off.
Help with setup or updating
I can’t find QuickBooks’ connection app
Open the Windows Start menu, search for QuickBooks Web Connector, and open the app with that name. If it is missing, follow Intuit’s installation instructions for your QuickBooks version.
I’m on my phone or a Mac
Open Roy on the Windows computer where you use QuickBooks Desktop and complete setup there. An Intuit account or subscription alone cannot connect your books; QuickBooks Desktop and your business company must already be available on that computer.
Roy’s setup file won’t open
QuickBooks’ connection app may need to be installed. Follow Intuit’s installation instructions for your QuickBooks version, then reopen Roy’s setup file with your company open.
Roy is still waiting for my computer
With your company open in QuickBooks, check Roy’s box in the connection app and choose Update Selected. Wait for it to finish, then reload Roy’s Connections page. If the update shows an error, follow the message in QuickBooks’ connection app.
Roy found the wrong company
Do not confirm it. If Roy is asking you to confirm the company, choose Start over and confirm that choice. If you already confirmed it, choose Disconnect and then Confirm disconnect. Open the correct business in QuickBooks, then connect again.
I closed the page before saving my code
Reload Roy’s Connections page and choose Show setup code again. If you are already connected, find this button under Set up on a new computer. Paste the new code beside Roy in QuickBooks’ connection app, press Enter, and save it. Making a new code stops the previous code from working on every computer.
My records stopped updating
Sign in to Windows on your QuickBooks computer, connect it to the internet, and open the correct company in QuickBooks. Open QuickBooks’ connection app and choose Update Selected with Roy checked. Reload Roy after the update finishes.
I use a hosted or remote QuickBooks desktop
Do these steps inside the Windows desktop where QuickBooks runs, including opening Roy and downloading its setup file there. Your hosting company may restrict connection apps or stop them when you sign out. Keep that session open during setup; hosted Desktop support still needs to be tested before Roy can offer it.
What Roy does not do
- No payments, refunds, voids, deletion, transfers, reconciliation, chart-of-accounts changes, or direct ledger changes.
- No payroll, bank-account, tax-return, or card-data access.
- No business claim based on information that is out of date, conflicting, or incomplete.
Disconnect
In Roy’s Connections page, choose Disconnect beside QuickBooks Desktop, then Confirm disconnect. In QuickBooks’ connection app on your computer, select Roy and choose Remove. Your books stay in QuickBooks. If you need a fresh dashboard link, text Roy from the verified owner number.
Intuit’s instructions
For installing QuickBooks’ connection app, see Intuit’s setup guide. Follow the Roy steps above to connect Roy and confirm your company.