This guide provides essential information for connecting your multi-user QuickBooks Desktop organization to Melio for seamless accounting software sync. Multi-user QuickBooks Desktop environments have specific considerations for integration, and we'll walk you through them.
In this guide:
- Understanding QuickBooks Desktop modes for Melio integration
- Identifying your QuickBooks Desktop mode
- How to switch between single-user and multi-user modes
- How to connect Multi-user organizations to Melio:
Understanding QuickBooks Desktop modes for Melio integration
QuickBooks Desktop operates in two primary modes that impact how Melio connects:
- Single-User Mode: In this default setup, QuickBooks Desktop runs on a single Windows machine, accessible by one user, typically the "Admin." Melio's direct integration is straightforward in this environment.
- Multi-User Mode: This mode allows multiple users to access the same QuickBooks Desktop company file concurrently. Each user has unique credentials and assigned roles with specific permissions. Users connect from their individual computers to the shared company file.
Identifying your QuickBooks Desktop mode
To quickly determine your QuickBooks Desktop operating mode, simply look at the top of your QuickBooks Desktop window.
If you are running in multi-user mode, the header will conclude with “(multi-user)(<your username>)”
How to switch between single-user and multi-user modes
You can easily toggle between modes within QuickBooks Desktop:
1 - In your QuickBooks Desktop window, select File.
2 - From the drop-down menu, select Switch to Multi-user Mode (or Switch to Single-user Mode, if you're currently in multi-user).
How to connect Multi-user organizations to Melio
Key considerations for Multi-user QuickBooks Desktop organizations and Melio
Melio's direct QuickBooks Desktop integration currently supports only one web-connector per organization. This means:
- Centralized integration: While your QuickBooks Desktop can be multi-user, the Melio web connector application will be installed and run on one designated computer.
- QuickBooks Desktop company file: For sync between Melio and QuickBooks Desktop to occur, the QuickBooks Desktop company file must be open on the computer where the web connector is running.
- Permissions are crucial: The web connector operates under the permissions of the QuickBooks Desktop user it's connected with. Therefore, any QuickBooks Desktop user who will connect with Melio must possess the necessary permissions for the web connector to function correctly.
Configuring required user permissions in QuickBooks Desktop to sync with Melio
All QuickBooks Desktop users who will sync with Melio must have specific permissions. To check and change the permissions, follow these steps:
1 - Open QuickBooks Desktop and log in as the "Admin" user. This is necessary to modify user roles and permissions.
2 - Navigate to Company -> Users -> Set Up Users and Roles.
3 - When prompted, enter the Admin password and select OK.
4 - Create a New Role (if needed):
a. Go to the "Roles List" tab and select New.
b. Enter a descriptive name for the new role (e.g., “Additional permissions”, etc.)
c. Under Lists -> "Chart of Accounts", select the Full access level.
d. Select OK at the bottom right.
5 - Edit user permissions:
a. Go to the "Users List" tab.
b. Select the relevant user who will sync with Melio and select Edit.
c. Add the following roles:
- The default "Accounts Payable" role.
- The custom role you just created (e.g., “Additional permissions”, etc.)
Please note:
If you are using the Melio Get Paid service, also add the default "Accounts Receivable" role.
d. Select OK at the bottom right.
6 - Repeat this process for every user in your organization who might need to sync with Melio.
Installing the QuickBooks Desktop Web Connector application
This step must be performed on the designated computer that will host the Melio web connector.
1- Log in as the Admin on the computer where the web connector will run, and log in to QuickBooks Desktop using the "Admin" user.
Haven't connected QuickBooks Desktop to Melio yet?
See our comprehensive guide for detailed instructions.
2 - When on the "Application certificate" window, for the "Login as" option, select the specific QuickBooks Desktop user account that will be used by the web connector (this is typically the user who will sync with Melio). Then, select Continue.
3 - When prompted to the Access Confirmation screen, select Done to confirm your selection.
You can now log out of the Admin user and switch to the QuickBooks Desktop user designated for sync with Melio.
Once that user is logged in, you can return to Melio and complete the connection process.
That's it! You're all set to enjoy seamless sync between Melio and your multi-user QuickBooks Desktop. We're here to help if you have any questions.