QuickBooks Desktop - Configuring a default windows user to run the Smartsync Connector application

Modified on Tue, 04 Jul 2023 at 03:32 PM

Quadient AP's SmartSync application connects with QuickBooks Desktop to sync your invoices, payments, and list information between the two systems. 

The expected behaviour is that QuickBooks Desktop and the SmartSync Connector app (SmartSyncConnector.exe) are run by the same SmartSync Windows User. In some situations, a different user may run an instance of the SmartSyncConnector.exe under their own user account. This results in a failed or 'stuck' sync with the following sync error messages: 

  • Cannot open Quickbooks
  • This application is unable to log into this QuickBooks company data file automatically. The QuickBooks administrator must grant permission for an automatic login through the Integrated Application preferences.
  • A Quickbooks Company data file is already open and it is different from the one requested or there are multiple company files open.

To help mitigate these sync errors, follow the steps below to configure the SmartSyncConnector.exe to run as the dedicated SmartSync Windows User. 

How to configure SmartSyncConnector.exe to run as the dedicated SmartSync Windows User

Log in as Administrator to the server where SmartSync and QuickBooks Desktop are installed. You may need your IT Administrator's assistance to do this. Navigate to Task Manager, and check for any instances of running SmartSyncConnector.exe - this app has a white Beanworks logo. End any running instances of the app. 

In the Start menu, search 'regedit' to open the Registry Editor. 

Navigate to HKEY_LOCAL_MACHINE\SOFTWARE\WOW6432Node\Microsoft\Windows\CurrentVersion\Run. 

  • If you run a 32bit system, the path will be HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Windows\CurrentVersion\Run

In the Run folder, locate the SmartSyncConnector.exe. Right-click on it and select Delete. You will be prompted to confirm your decision. Once deleted, close the Registry Editor. 

Open File Explorer and navigate to the C:\Users\SmartSyncWindowsUser\AppData\Roaming\Microsoft\Windows\Start Menu\Programs\Startup. Replace 'SmartSyncWindowsUser' with the name of your SmartSync Windows User. Copy a shortcut to SmartSync Connector to this folder. Double-click on SmartSync Connector to run the app again, you can verify that it is running in the bottom right corner of your screen. 

If you have any questions about this process, please reach out to our Support team for assistance. 

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