SmartSync integration requirements - QuickBooks Desktop

Quadient AP connects to QuickBooks Desktop using our data synchronization tool, SmartSync. SmartSync allows us to access the data needed so that you accomplish your workflow needs. There are specific installation requirements to ensure this SmartSync integrates seamlessly for you. This document will walk you through the necessary setup required for SmartSync.

General Requirements

Server Requirements

SmartSync must be installed on the servicer where your QuickBooks Desktop files are held. The QuickBooks Desktop application must all be installed on this server. This QBD application must be running the same year version that your accounting Team is using. 

.NET Version requirements

SmartSync requires a .NET version of 4.8 or above to run successfully. To check your .NET version, run Windows Powershell on your server, and then run the following command:

(Get-ItemProperty "HKLM:SOFTWARE\Microsoft\NET Framework Setup\NDP\v4\Full").Release

Verify your six-digit string below to ensure you are on the correct .NET version.

You must upgrade your server before your Integration meeting if you are not on .NET version 4.8 or higher. The update will require a server restart. Click here to upgrade your .NET version: 

Windows User

We require a dedicated Windows Logon user for SmartSync. Specifically, this ensures that the SmartSync apps and services are run by a user with full access to all relevant areas of the server. This user must be able to lock their session as opposed to logging in and out.

• has Full Control on C:\ProgramData\BeanworksSyncTool
• has Full Control on the path(s) to your Company File(s)

For ease of use, we recommend including keywords like ‘SmartSync’ or ‘Beanworks’ in the user name so it can be easily located & verified. You can refer to the following article in our Help Centre to add a local user to your system.

Firewall Setup

SmartSync is both an SFTP client (data transfer) and an HTTPS client (authentication). Connections are initiated by the client, reaching out from your server to our infrastructure. Please ensure that the following traffic is allowed through your firewall, so SmartSync can send & receive data to our cloud infrastructure.

If your firewall is local to the installation machine, you may be able to whitelist using the combination of application name and port, or domain and port. If your firewall is at the perimeter, you may need to use the combination of machine name and port.

SmartSync Auto-Updater

SmartSync receives periodical updates through our Auto-Updater. Please ensure that the following IP Addresses are whitelisted in your firewall to allow these updates:

• "ip_prefix":"52.95.145.0/24"
• "ip_prefix":"52.95.146.0/23"
• "ip_prefix":"52.92.84.0/22"

These are the IP addresses for AWS services within Canada (ca-central-1). All requests from the Auto-Updater to our servers are port 443 (HTTPS Traffic) Outbound.

Company File naming convention

The QuickBooks Desktop Company File filename should follow these naming best practices:

• the filename should contain only alphanumeric characters and underscores

• the filename must not contain special characters, such as / , – . ( ) < > | [ ] { } ? etc. 

• the filename should not contain a space

• the filename must contain no more than 64 characters including .qbw

• there must be only one .qbw in the filename, as the last 4 characters

If you make any changes to your company filename, run the QuickBooks database manager to rescan the folder where the file is stored, to reflect the new filename.

QuickBooks Administrator

The QuickBooks Administrator user is required to grant third-party authorization to SmartSync when integrating with Quadient AP. This is Intuit’s recommended approach for any third-party integration installation. It is recommended to book your Integration call at a time when you can run QuickBooks in single-user mode. This will help minimize chances for errors and unexpected behaviour during the integration call.