QuickBooks Desktop - SmartSync Installation & Connection Guide

Modified on Tue, 24 Oct, 2023 at 3:59 PM


Please review the QuickBooks Desktop - Pre-installation & Connection Checklist Guide before following this guide. 

Installing SmartSync requires administrator access to the server environment where QuickBooks Desktop is installed. You may need assistance from your IT provider if you do not have this access. During your initial integration with Beanworks, you are asked to create a Beanworks user specifically for SmartSync. Please have the username and password on hand during this process. 

Downloading SmartSync

In Settings, click ERP Management. Select the Legal Entity in question, and click Get SyncTool. 

Two files will download - SyncTool.msi and Settings.json. Open and run SyncTool.msi to begin the installation. If the files do not download, please ensure you are logged into a browser that supports multiple file downloads at once such as Chrome or Firefox. 

Configuring SmartSync

After downloading and running SyncTool.msi, you will see the following four processes in Task Manager - SmartSync Manager.exe, SmartSync Connector.exe, SmartSync Polling Service, and SmartSync Connector Service.

If you have not already, please follow the steps here to create a Windows user specifically for running the SmartSync Services.  Once this is done, locate the services. Right-click on each one and click Properties. 

In Properties, click Log On and change the 'log on as' option to the SmartSync Windows user. You will be prompted to restart the service after doing this. 

Certain SyncTool errors require the SmartSync services to be restarted. Under the Recovery tab of Properties, you can update the First, Second, and Subsequent Failures to automatically restart the services. 

Rename the BeanworkSyncTool folder - only when migrating from Legacy SyncTool to SmartSync

The following step is only applicable for those migrating from the Legacy SyncTool to SmartSync. Open File Explorer, and navigate to C:\ProgramData. Locate the BeanworksSyncTool folder, and rename it. We recommend renaming it to something like BeanworksSyncTool.old or BeanworksSyncTool.bak. This allows SmartSync to create a new folder to store the required information. 

This step must be completed before you open the SmartSync Manager. Failure to do so will prevent you from configuring SmartSync correctly, and you will need to reach out to our Support Team for assistance. 

Connecting SmartSync and QuickBooks Desk

From the Start menu, search for and open SmartSync Manager. You will be prompted to enter the SmartSync Beanworks User's username and password here. 

Once logged in, you will select the Legal Entity(s), and click Import.

Connecting SmartSync to QuickBooks Desktop

The Integration tab contains your QuickBooks Desktop information. Each Legal Entity is separated under the Legal Entity tab. 

All fields in the Integration tab are needed for the sync to be successful. Here is what they mean in more detail:

  • Version: This is your year version of QuickBooks Desktop. SmartSync supports QuickBooks Desktop version 2014 and above. 
  • Company: This is the file path to the QuickBooks Desktop company file. You can verify this by pressing F2 in QuickBooks. This will bring up the Product Information window, and the file path is under File Information.  
  • Zero-rated Tax Code: This is your Zero-rated Tax Code. You can verify this in QuickBooks under Sales Tax - Sales Tax Code List.
  • Application Name: Enter 'Beanworks' as the application name. 
  • QuickBooks Desktop has the ability to allow duplicate invoice from the same vendor. You can use the checkbox to allow or reject duplicate invoices. 

Some users opt to create a dedicated Admin user for SmartSync. This is not required but is recommended. 

Once all necessary information is added under the Integration tab and the Diagnostics check is all green, return to beanworks.ca. Click on the SmartSync tab in Settings to view the SmartSync menu.

Return to beanworks.ca. Click on the SmartSync tab in Settings to view the SmartSync menu. 

Select the relevant company from the Legal Entity dropdown menu, and click Sync. For the first sync, you must select Full Sync. All subsequent syncs can be run by selecting Partial Sync. 

For QuickBooks Desktop, you must have QuickBooks open in Single-User mode with the Admin account for the first sync. After the sync is initially requested, you will be prompted to grant SmartSync access to QuickBooks. Please select 'Yes, always allow even if QuickBooks is not running.'


Once the certificate is granted, the sync will finish processing. A green checkmark indicates the sync was successful.

If you receive a sync error you are unsure of, please consult our help centre here or contact our support team at support@beanworks.com

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