QuickBooks Desktop Integration

DirectionEst. Data Transfer TimeVendorVendor Docs
Time Entries: 2-way between QuickBooks and Mosaic.

Other Data Types: 1-way from QuickBooks to Mosaic.
Up to 24 hours.Intuit QuickBooks Desktop Product WebsiteQuickBooks Desktop Enterprise Support Directory

Pre-Integration Checklist

Before scheduling your integration setup call with Mosaic, please ensure:

  1. QuickBooks Desktop is installed on a computer or VM that's always-on.
  2. You have QuickBooks Desktop primary Admin login credentials.
  3. A QuickBooks Desktop admin user for Mosaic is set up with full access.
  4. Mosaic Sync Manager (Version 23.0.0802) is installed on your always-on system. Download links:
  1. Your Mosaic Customer Success Manager will provide you with an Agent Token. Please enter the provided Agent Token in your Mosaic Sync Manager and verify it shows as Connected.

Integration Requirements

  • Ensure you are using one of the supported QuickBooks Desktop editions for the Integration:
    • Pro and Premier: 2014 and later.
    • Enterprise: 14.0 and later.
  • Admin rights for a Mosaic user on QuickBooks Desktop.
  • QuickBooks primary Admin user access during integration setup.
  • Mosaic Sync Manager installed on an always-on computer/VM.
  • Enter the provided Agent Token in the Mosaic Sync Manager.


Please Note:

Autofy API (Mosaic Sync Manager) supports US versions of the above listed editions. While some international versions may be supported, no testing is performed on international versions.

Integration Setup


Multiple Company Files Integration:

Integrating multiple Company Files is considered separate integrations.

Best Practices:

  1. Assign a designated always-on computer for each Company File, equipped with a Sync Manager and unique Agent Token provided by your Customer Success Manager.
  2. Ensure that only the specific Company File associated to its Sync Manager is open on its designated machine. Sync failures may occur if an incorrect company file is open, or if the file's name or location has been changed.
  3. Confirm that data from all Company File integrations, including projects and employees, remains unique to prevent data overlap.

Once the above requirements are fulfilled, we will need to schedule a brief call with an integration specialist from Mosaic.

Setup Call Preparation

  1. Open QuickBooks on the designated computer to the Company File you wish to integrate, in Single User Mode, logged in as the QuickBooks primary Admin user.
  2. Ensure your Agent Token is entered in the Mosaic Sync Manager.
  3. During the call, we'll verify your Sync Manager's status and establish a connection between Mosaic and QuickBooks.
    1. You'll authorize Autofy via a Quickbooks - Application Certificate modal, selecting Yes, always; allow access even if QuickBooks is not running.
    2. Select the Mosaic user for the "Login as" setting.

  1. Repeat steps 1-3 for each Company File needing integration.

Two way sync

Mosaic currently supports two-way syncing for time entries between QuickBooks and Mosaic. This setting is enabled by default, please let your Customer Success Manager know if you would like to disable it at any time.