QuickBooks Desktop

HaulApp connects to QuickBooks Desktop (US) through QuickBooks Web Connector on the Windows computer that holds your company file. Web Connector checks in, takes approved work from HaulApp to QuickBooks, and returns QuickBooks’ response. HaulApp can also read reference lists and accounting changes. This is not a QuickBooks Online connection.

flowchart TD
  A[Approve work in HaulApp] --> B[Web Connector checks in]
  B --> C[QuickBooks processes the request]
  C --> D[HaulApp receives the response]
  D --> E[Later accounting read verifies the result]

An approved write is not the same as a verified accounting record. A write can wait for the next Web Connector run, fail in QuickBooks, or succeed while its response is lost. HaulApp shows those states instead of guessing. See Review QuickBooks activity.

Connect a company file

An owner sets up the connection in Settings → QuickBooks → Overview & connection. The Windows computer needs QuickBooks Desktop, the intended company file, and QuickBooks Web Connector.

1. Enter the company name exactly as it appears in QuickBooks and create the connection.
2. Save the connector username and one-time password. Download the Web Connector setup file.
3. Open the named company file in QuickBooks, add the setup file to Web Connector, and allow access.
4. Enter the password in Web Connector and run Update Selected.
5. Return to HaulApp and refresh the connection. Check Last check-in and any attention message.

The first connection reads reference data, including customers, service items, accounts, and vendors. The company identity must match. If it does not, HaulApp holds the connection rather than writing to a different company file. An owner can reset the connector password from Connection actions; enter the replacement in Web Connector.

Control accounting writes

A new connection starts without accounting writes. In Sync settings, Sync with QuickBooks controls connector activity. Accounting writes allows approved documents to be sent only after writes are available on the server and an owner confirms the company name with a reason. Turning writes on does not itself send a document. Pausing sync also stops reads, so balances can become stale.

Automatic submission can queue newly approved invoices; when it is off, accounting selects and approves invoices by hand. Imported invoices is a separate option. Leave it off for history already entered in QuickBooks, or accounting could receive a second copy. Availability of document corrections and credit applications depends on capabilities confirmed for the particular company file; an active connection alone does not make every write available.

Send reviewed work

Use Settings → QuickBooks → Invoices for customer invoices and Payables for approved commission bills. Select the intended accounting company, check the customer or vendor mapping and required items or accounts, then review and approve the exact document shown. Web Connector carries queued work on its next run. HaulApp verifies the accounting result with a separate read before calling it current.

Customers and vendors can be linked to existing QuickBooks records, created, or updated through their QuickBooks screens. Linking an identity does not change its contact fields. An update based on an old QuickBooks version requires another review if the bookkeeper changed the record first.

Record	Typical direction
Issued invoice and approved payable	HaulApp → QuickBooks after review and approval
Customer and vendor mapping or update	Reviewed in HaulApp; reference data read from QuickBooks
Payments and accounting balance	QuickBooks → HaulApp on an accounting read; HaulApp does not enter payments
Invoice, credit, or application changed in QuickBooks	Observed on a later read and, where needed, held for review

HaulApp does not create deposits or customer refunds. Vendor credits on commission bills are not supported here. QuickBooks tax setup and payment terms remain accounting decisions. Invoice export is limited to supported, non-taxable USD documents.

Read sync status

Settings → QuickBooks → Invoices shows whether an invoice has been queued, is processing, needs attention, or has been verified. The invoice page can also show an accounting balance for each related company and a link to its reconciliation record. The commercial invoice status—draft, issued, or voided—is separate from QuickBooks delivery.

If a response is missing, do not approve the same create again. QuickBooks may already hold it. Use the investigation controls and check the company file. A failed or conflicting write remains visible for review; it is not silently overwritten. See Review QuickBooks activity.