How to connect to multiple QuickBooks Desktop company files on a single computer
This guide is provided by Conductor, the service that powers the QuickBooks Desktop integration for many business tools, including the one that sent you here.
In QuickBooks Desktop, a company file is the primary local file that stores all financial data for a specific company. While most QuickBooks Desktop users have only one company file, some users, such as accounting firms managing finances for multiple clients, work with several company files on a single computer. This guide will walk you through connecting Conductor (which powers your integration) to multiple company files on a single computer, as well as best practices and performance considerations.
Important requirement
Companies managing multiple company files typically host them all on a dedicated Windows server. You will want to set up the Conductor connections on this Windows server, adhering to the following requirement:
QuickBooks Desktop must always remain open without any company file loaded when connecting to multiple company files on a single computer. This setup allows the Web Connector to open the correct company file when it receives a request from your QuickBooks Desktop integration.
Why is this necessary?
The QuickBooks Web Connector has certain limitations when working with multiple company files on a single computer:
- It can only communicate with one company file at a time.
- It can only communicate with the company file that is currently open in QuickBooks Desktop.
- It cannot switch between company files if QuickBooks Desktop already has a different company file open (to avoid disrupting an active user).
Despite these limitations, the Web Connector can open a specified company file if no other company file is currently open, fulfill the request, and then close the company file without fully closing QuickBooks Desktop. Therefore, keeping QuickBooks Desktop open without any company file loaded allows the Web Connector to open and process requests for the correct company file as needed.
How to close a company file
To ensure QuickBooks Desktop is open without any company file loaded:
- Open QuickBooks Desktop.
- Go to the “File” menu.
- Select “Close Company”.
QuickBooks Desktop must always be open without any company file loaded to receive requests for any company file on the computer.
If you or someone else opens a company file on this machine without returning QuickBooks Desktop to this state, you may encounter an error stating that the wrong company file is open.
How to set up connections to multiple company files
To connect to multiple company files on one computer, you must complete the setup process for each company file, as each requires its own connection and authentication:
- Open QuickBooks Desktop.
- Open the company file you wish to connect.
- Sign in as the Admin user.
- Complete the setup guide while the corresponding company file is open.
- Repeat steps 1-4 for each company file.
Once complete, each company file will have a separate connection in the Web Connector.
Best practices
- Use a dedicated virtual machine (optional): Many users managing multiple company files on a single computer set up an always-on virtual machine dedicated to fulfilling Conductor requests. This dedicated instance allows QuickBooks Desktop to remain open without a company file loaded, ready to receive requests and open the correct company file. This setup is preferable to sharing a personal computer used for other tasks, where the Web Connector cannot fulfill requests if the wrong company file is open.
- Add QuickBooks Desktop to Windows startup: Adding QuickBooks Desktop to the computer’s startup programs ensures it is always open and ready to receive requests whenever you restart the computer. The Web Connector already automatically starts in the background when the computer boots up and can open QuickBooks Desktop if it receives a request from Conductor while QuickBooks Desktop is closed; however, doing so will delay the request because QuickBooks Desktop takes a while to launch.
Performance considerations
- Increased request time: Keeping QuickBooks Desktop open without a company file loaded adds 20–30 seconds to each request due to the time it takes to load a company file. However, when you send numerous Conductor requests for the same company file in quick succession, the Web Connector will resolve the sequence rapidly because Conductor keeps the company file open between these requests.
- Serial processing: The Web Connector can only process requests for one company file at a time because it can only communicate with QuickBooks Desktop when one company file is loaded. Therefore, Conductor manages your requests in a queue, ensuring that the Web Connector processes them serially, opening and closing the appropriate company file for each request.