1. Log into the ZBrains dashboard and navigate to Settings >> Download QWC file.  Click the download button to download, or right-click and use "Save as..." option to choose your download directory.
   
The QWC should appear in the directory of your choice.  If your computer does not recognize the .qwc file type, please rename the file by right-clicking it and selecting the "Rename" option.  Once you're able to edit the file name, please add ".qwc" to the end of the file without a space, without the quotation marks.  This should solve the problem.



2. Double-click the QWC file.  This will open the QuickBooks Web Connector and open a separate dialog box asking you to confirm you'd like to add the application to your Web Connector.  Click OK at the first dialog box.
   
3. A second dialog box will open asking to confirm the permissions you'd like the application to have.
   
• To answer the first question in the box, please click "Allow the application to run even when the computer is turned off," the 4th option.
  
• The dialog box also asks which user to log in to use the application.  Please select Admin for this.
  
• You do not need to check the "Give application access to credit card information and SSNs" box.
  

II. Running the application for the first time.

After you've uploaded the QWC file to the QuickBooks Web Connector, you will need to run the application at least once before syncing any real or test data.  Please follow these steps for best practices.

1. To run the application, enter your password into the ZBrains application in the QuickBooks Web Connector.  This is the same password you use to log into the ZBrains dashboard.  After adding the password, click anywhere outside the text field and the system will ask if you'd like to save the password.  Click Yes.
   
2. Check the box next to the application to select it.  Click Update Selected.
   

III. Mapping the metadata.

The first time you run the application, it will pull metadata from QuickBooks into the ZBrains dashboard.  This will include the names of custom fields, sales representatives, and your chart of accounts.

1. Log back into the ZBrains dashboard if you aren't already logged in.
   
2. Review the field mapping options in all your available modules to ensure all of your custom QuickBooks fields are displaying properly.  You can easily distinguish between a standard field and a custom field, as standard fields are printed next to green QB icons, while custom ones are next to red QB icons.
   
• We recommend not mapping these custom fields until confirming a sync with only the standard default mapping works correctly.
  


3. Navigate to Settings >> Sales Rep Mapping.  You will have the option to map Zoho users to QuickBooks users, and QuickBooks users to Zoho users.  Use the drop-down menu in the upper right section of the screen to choose between sync directions.  Hit the green Submit button to confirm your mappings.
   
4. Navigate to Settings >> Inventory Settings to map your chart of accounts.  Choose your QuickBooks inventory accounts from the three drop-down menus for Expense Account, Asset Account, and COGS Account.  Click the green Submit button to confirm your choices.
   

You will need to perform this step if you'd like to sync product records from Zoho CRM to QuickBooks, as this inventory account information is required by QuickBooks.

IV. Add some test data to the system.

Once you've confirmed your QuickBooks custom fields have arrived and that your sales representatives and chart of accounts are mapped properly, it's time to add some test records to your QuickBooks or Zoho platforms to confirm the sync is working the way you'd like it to work.

For Accounts or Customers:

1. Confirm your sync direction by checking Settings >> Sync Direction.
   
2. Create a test account (if your system of origin is Zoho CRM) or customer (if it's QuickBooks).  Make sure to fill in fields mapped by the integration.  Save this new account or customer.
   
3. Return to your QuickBooks Web Connector, check the box to the left of the ZBrains app, and click "Update Selected."  The Web Connector will run.
   
4. Once the Web Connector has finished running, return to the ZBrains dashboard and check your sync logs by clicking Logs >> Accounts.  Confirm the record has synced by clicking the blue "Info" button to the right of the record and checking its name.  If multiple records appear in this log, it means multiple records have synced.
   
• If you receive an error message, use the error description to correct the error and run the Web Connector once more to sync the record.
  
• If you receive an error message with no description, please contact us by filling out a support ticket.
  


5. Once the record has synced, search for the record in the destination system and confirm all the information you have mapped has synced across platforms.
   

Note: These instructions also work for syncing Vendor records, as they behave the same way as accounts/contacts

For Products or Items:

1. Confirm the accuracy of your sync direction by going to Settings >> Sync Direction.
   
2. Create a test product (if your origin system is Zoho CRM) or item (if your origin system is QuickBooks).  Make sure to use fields that are mapped in your Mapping >> Products section.  Save this new product or item.
   
If you want to sync products from Zoho CRM to QuickBooks, you will need to map the chart of accounts: Asset Account, COGS Account, and Expense Account, by going to Settings >> Inventory Settings.  Please see this page for configuration instructions.



3. Return to the QuickBooks Web Connector, check the box to the left of the ZBrains app, and click "Update Selected."  The Web Connector will run.
   
4. Once the Web Connector has finished running, check your ZBrains dashboard logs by going to Logs >> Products. Confirm the record has synced by clicking the blue "Info" button to the right of the record and checking the record's name.  If multiple records appear in this section of the log, it means multiple records have synced.
   
• If you receive an error message here, please use the error's description to correct the error, then run the Web Connector once more.
  
• If you receive an error message with no description, please contact us.
  


5. Once the logs confirm your test record has synced, search for the same record in your destination system and make sure the information you've mapped in the ZBrains dashboard has populated correctly.
   

For Transactional Records (Invoices, Sales Orders, Quotes, Purchase Orders):

1. Confirm the accuracy of your sync direction by going to Settings >> Sync Direction.
   
2. Confirm the account/customer and product/item you'd like to associate the test transactional record with have both already synced across platforms.
   
3. Return to the QuickBooks Web Connector, check the box to the left of the ZBrains app, and click "Update Selected."  The Web Connector will run.
   
4. Once the Web Connector has finished running, check your ZBrains dashboard logs by navigating to Logs >> Products. Confirm the record has synced by clicking the blue "Info" button to the right of the record and checking the record's name.  If multiple records appear in this section of the log, it means multiple records have synced.
   
5. Once the logs confirm your test record has synced, search for the same record in your destination system and make sure the information you've mapped in the ZBrains dashboard has populated correctly.