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Syncing a QuickBooks Desktop File

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Christian Glahn
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OVERVIEW

The Qvinci Sync Client connects your QuickBooks Desktop files to the Qvinci web platform for reporting and consolidation.

Only QuickBooks Desktop (US and Canada, 2009+) is supported via the Sync Client.
Each Entity can have only one Entity Syncer, who must have Admin login credentials for the accounting file when linking for the first time. After linking, any user with report access in QuickBooks may perform syncs.

Intuit has certified that only QuickBooks Desktop 2022 (Pro Plus, Premier Plus, Pro, and Enterprise) R3 or later is fully compatible with Windows 11 (64-bit).

Do not upgrade to other editions of Windows 11 until Intuit confirms compatibility for your QuickBooks release.  Please see published information on Intuit's website for additional guidance.

Video Tutorial

PRELIMINARY STEPS

Before installing or syncing, confirm:

  • You are the designated Entity Syncer in Qvinci.

  • You have Windows Admin rights on the system where you’ll install the Sync Client.

  • The accounting application (QuickBooks Desktop) is installed on the same computer or server profile where you will install the Sync Client.

INSTALLING THE QVINCI SYNC CLIENT

A. Standard Installation (Local Computer or Workstation)

  1. Download the Sync Client Installer
    Download the installer from the Qvinci-provided link onto the same computer where QuickBooks Desktop is installed. 

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  1. Run the Installer

    • Double-click QvinciSyncSetup.exe from downloads to begin.

    • Accept the Terms and Conditions (scroll to the bottom to enable acceptance).

    • If prompted, allow the installer to install Microsoft .NET Framework 4.0 (required).

  2. Complete Installation

    • When finished, a blue Qvinci Sync icon will appear on the desktop and in the System Tray.

    • Restart your computer before using the Sync Client.

B. Server Installation

Option 1: Install for All Users

Run the same installer as above using a Server Administrator account.
This installs the Sync Client for all user profiles on the server.

Option 2: Install for a Specific User

If installation is only for certain profiles:

  1. Log in as the Target User (must be temporarily made a local admin).

  2. Download but do not install the Sync Client.

  3. Open Command Prompt (not “Run as Administrator”).

  4. Navigate to the download folder (cd <folder path>).

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  1. Run this command:

    QvinciSyncSetup.exe ALLUSERS=2 MSIINSTALLPERUSER=1

  2. Complete the setup normally.

    • If prompted for an Admin login, recheck user permissions.

    • Approve any UAC (User Account Control) prompt.

  3. After installation, remove local admin rights for the target user and restart the system if prompted.

    ** It is advisable to not restart the server unless all users are logged out.

✅ Supported OS:

  • Windows Server 2012 R2 and later

  • Windows 10 and newer

File Paths Used by the Sync Client:

C:\Users\<user>\AppData\Local         → Log files  
C:\Users\<user>\AppData\Roaming\Qvinci → User configuration files

IP Address Used: 52.54.8.226

LINKING AND SYNCING FILES

Step 1. Open QuickBooks File as Admin

For security, you must log in to QuickBooks as the Admin to create the initial link.

Step 2. Launch the Qvinci Sync Client

  • The Sync Client loads automatically at startup and lives in the System Tray (bottom right by the clock).

  • If not visible, open it via the desktop icon or from hidden tray icons (up arrow).

Step 3. Log In and Link the File

  1. Click the Link tab in the Sync Client.

  2. Sign in with your Qvinci credentials.

  3. Select your assigned Entity (if none appear, contact your Admin or relaunch the app).

  4. Click Intuit QuickBooks to begin the link process.

Step 4. Approve Application Access

When QuickBooks displays the Application Certificate:

  • Select “Yes, allow access even if QuickBooks is not running.”

  • Choose the Admin user if prompted.

  • Skip the “access personal data” option.

If a “previously linked” warning appears:

  • Click Cancel if this is a copied QuickBooks file now used for a new entity.

  • Click Proceed if linking the same file for a different company or location.

Step 5. Choose Sync Type

If classes are detected:

  • Select Single Location to sync the full file, or

  • Follow Qvinci’s Class Syncing procedure to sync specific classes only.

Step 6. Finalize the Link

  • Click on the desired Entity/Location name to highlight it, then select “Select Location.”

  • Click Link and Sync Now to run the first sync.

During syncing, the progress bar will pause midway — this is normal. Average sync time: 30 seconds to 4 minutes.

Step 7. Verify Sync Success

In Qvinci’s web platform, go to Tools → Sync Activity Report to confirm a successful sync.

Repeat these steps for additional files (closing each QuickBooks file before linking the next).

SYNCING FILES AFTER LINKING

Once a file is linked, any user with report access in QuickBooks may sync it — the Admin login is no longer required.

A. Automatic Syncs

  • The Sync Client runs in the System Tray and triggers an automatic sync about 15 minutes after QuickBooks is opened and idle.

  • Only one sync occurs per 24-hour period per file.

B. Manual Syncs

To manually sync:

  1. Open the QuickBooks file.

  2. Open the Qvinci Sync Client from the System Tray.

  3. Go to the In-File Sync tab and click Sync.

  4. When the progress bar completes, the sync is done.

DISABLING AUTO-STARTUP

A system administrator can prevent the Sync Client from loading automatically by removing Qvinci Sync Client from the Windows Startup folder for that user.

Have Questions?
We're More Than Happy to Help

Schedule a Call with Customer Success below, email us at support@qvinci.com or call us at 1-512-637-7337 Ext. 1 Available M-F, 7:30am-6:30pm CT and it is always FREE!

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