Dext connects to QuickBooks Desktop through the Dext Connect App, a Windows application installed on the same computer or server as QuickBooks Desktop. Once connected, Dext syncs your lists from QuickBooks Desktop and lets you publish costs, sales, and expense claims directly from Dext.
Important: Only Admin users and accountants/bookkeepers can set up and manage integrations. If you haven't installed the Dext Connect App yet, see What is the Dext Connect App? before continuing.
Before you start
You'll need the Dext Connect App installed and running before you can connect Dext to QuickBooks Desktop. If you haven't done this yet, see What is the Dext Connect App? for system requirements and installation steps.
You'll also need:
A supported edition of QuickBooks Desktop: Pro, Accountant, Enterprise, or Premier - version 2018 or above
QuickBooks Desktop open on the same computer as Dext Connect during the connection process
No other company files open in QuickBooks Desktop at the time you connect
Admin access on the computer or server
Dext Connect whitelisted on any antivirus or firewall software
Connect Dext to QuickBooks Desktop
To connect Dext to QuickBooks Desktop, follow these steps in the Dext Connect App. Make sure QuickBooks Desktop is open before you start.
Open the Dext Connect App and sign in with your Dext credentials.
Find the account you want to connect under Not Integrated and select Integrate.
Select QuickBooks Desktop from the list of applications and select OK.
Select Browse to locate your QuickBooks Desktop company file, then select Integrate.
Switch to QuickBooks Desktop. An Application Certificate window will appear asking you to allow Dext Connect App access to your company file.
Select Yes, always; allow access even if QuickBooks is not running, then select Continue...
When a secondary prompt appears to confirm access, select Yes.
Select Done on the Access Confirmation screen.
Back in the Dext Connect App, review your tax settings and select Next to complete the integration.
Allow a few minutes for your lists to sync from QuickBooks Desktop.
Note: The Application Certificate may display the app name as "Receipt Bank". This refers to the Dext Connect App - it's safe to continue.
What syncs from QuickBooks Desktop
After connecting, Dext syncs the following lists from QuickBooks Desktop:
Suppliers
Categories
Customers
Classes
Products & Services (Costs & Sales)
Bank accounts
Tax rates
Products & Services sync behaviour: Products & Services are managed in QuickBooks Desktop under Lists > Item List. By default, Dext syncs them under the Sales Products & Services list only.
To also sync them under Costs Products & Services, go to Edit > Preferences > Items & Inventory > Company Preferences in QuickBooks Desktop and enable Inventory and purchase orders are active.
Once you've made this change, sync the account in the Dext Connect App or select Refresh integration data in Dext to apply it - see How to refresh your accounting software data in Dext. Supported item types are: Service, Inventory Part, Non-inventory Part, and Other Charge. Sub-items sync as regular items in the Dext list.
Bank Match isn't supported: Dext doesn't pull bank feed data from QuickBooks Desktop, so Bank Match isn't available. You may see Match Found as an indication only.
Auto-publish isn't supported: Publishing requires Dext Connect to be online, so auto-publish can't run reliably for desktop integrations.
Secondary Tax Extraction isn't supported: The only workaround is to select a combined tax rate as your default and publish using Extracted Amount.
Integration settings
There are two places to manage your QuickBooks Desktop integration settings: the Dext Connect App and the Dext web app.
Dext Connect App settings
To access these settings, select View next to the account on the Dext Connect App main screen, then select Integration in the bottom-left navigation.
The following settings are available:
Is this company tax registered? - sets whether the company is tax registered. This affects how tax is applied when items are published.
Taxable items code - the tax code applied to taxable items when published to QuickBooks Desktop.
Non-taxable items code - the tax code applied to non-taxable items.
Change company file - updates the company file Dext Connect uses, for example, if the file has been moved or renamed.
Web app settings
To access these settings, go to Business settings, select Connections in the left navigation, then select Manage next to QuickBooks Desktop and select Settings.
The General tab has two settings:
Warn me when creating a new supplier - when turned on, Dext notifies you before creating a new supplier in QuickBooks Desktop that doesn't already exist in your supplier list.
Default 'publish to' destination for costs - sets the default publishing destination for cost items. Options are Bill, Credit Card Charge, Cheque, and Debit Card.
Next steps
Once connected, you're ready to start reviewing and publishing documents.
How to publish to QuickBooks Desktop - publishing destinations, field mapping, and tax requirements
QuickBooks Desktop error messages - common errors and how to resolve them
What is the Dext Connect App? - moving the integration to a new computer or changing the user who manages it