This guide walks you through installing and using the LMN QuickBooks Desktop Sync Tool, answers the most common setup and sync questions, and helps you resolve issues such as authentication failures and server or VPN moves.
In this article:
Complete Quickbooks Desktop Sync Setup Guide (PDF)
This is a setup guide designed to get your LMN account synced with your QuickBooks Desktop company file as quickly and easily as possible. It is recommended to print off the PDF and move through each task 1-by-1 for the best learning experience. CLICK HERE
Overview & Prerequisites
The LMN QuickBooks Desktop Sync Tool connects your LMN account to QuickBooks Desktop so you can move estimates, payments, and related data between the two systems.
Before you begin, confirm the following:
You have a Professional or Enterprise LMN subscription. QuickBooks Desktop integration requires one of these plans.
Your LMN user has Accounting permissions, which are required to sync.
You can log in to QuickBooks Desktop as the QuickBooks Admin user.
You can log in to LMN normally at my.golmn.com with an active username and password.
Standard HTTP and HTTPS ports are open (80 and 443) when installing on a cloud server
You are running a supported version of QuickBooks Desktop.
QuickBooks Desktop: Setup
Install the LMN QuickBooks Desktop Sync Tool on the computer that runs QuickBooks Desktop.
Log into your LMN account by going to my.golmn.com and entering your username and password.
Follow the Setup Guide to connect the Sync Tool to your QuickBooks company file.
Complete Step 6 to configure your payment settings
FAQ
What is the difference between Summary and Detailed estimate publishing?
You can publish estimates to QuickBooks in either a Summary or Detailed format, depending on how much line-item detail you want carried into QuickBooks.
How do I choose my import type?
Login to LMN
Click Settings > Quickbooks
Under the Default Export Format section, look for the Standard Estimates dropdown
Open the dropdown and choose your default export setting. Although you can always change the way an estimate is exported on using the Sync tool, this setting will default your export method to the style of your choice
How do payments export to QuickBooks?
Payments are exported from LMN to QuickBooks based on the payment settings you configured during setup.
Uncommon Inquiries
How do I disconnect a company file?
Open QuickBooks Desktop
Click Edit
Then, select Preferences
Click Integrated Applications
Select Company Preferences Tab
Make sure your “Application Name” has a check mark beside it
Click “Remove”
Click “OK”
What admin permissions do I need?
There are three distinct concepts to keep separate:
Windows Run as Administrator: how you launch the application on the Windows computer.
LMN Accounting permissions: the LMN user permission required to sync.
QuickBooks Admin user: the login used inside QuickBooks Desktop.
How is overtime handled?
LMN will use your overtime rules to split regular time from overtime when exporting timesheets to QuickBooks Desktop (not QuickBooks Online).
You just need to have a few things in place...
Make sure you've setup overtime payroll codes in QuickBooks
To setup your company's overtime rules, login to LMN, then go to Settings > Payroll & Overtime menu
On the Settings > Payroll & Overtime screen, configure your overtime rules and thresholds
You can also configure your default regular and overtime payroll codes
When LMN exports hours and payroll codes to QuickBooks, it will look at your settings to determine at which hours (e.g. 40 hours per week) employees need to be paid overtime.
Once an employee passes the overtime hours threshold, LMN will export overtime hours using the overtime payroll code to ensure employees get paid the appropriate wages (e.g. time-and-a-half) for overtime hours.
Note: when exporting payroll timesheets, you must export a complete week at a time so that overtime can be calculated accurately.
How does employee matching work?
The Sync Tool matches LMN employees to their corresponding QuickBooks records so time and payroll data align.
When you first set up the LMN/QuickBooks sync it asks you for your permission to access employee information - if this is not checked off then the employees will not generate when you go to match them in the sync application.
To check to see if you have given LMN the correct permissions please follow these steps:
In QuickBooks:
Click on edit> preferences> integrated applications> company preferences
Make sure that "allow this application to read and modify this company file" is checked
Make sure that "allow this application to login automatically" is checked
Lastly make sure that "allow this application to access Social Insurance Numbers, customer credit card information, and other personal data" is checked
if this last box is not checked off it won't allow LMN to pull the employees from QB
Troubleshooting
It will not authenticate my LMN username and password
If the Sync Tool will not accept your LMN credentials, work through the following checks:
Confirm the username and password you are using is active and can log in to LMN normally at my.golmn.com.
Confirm your LMN user has Accounting permissions.
Copy and paste your credentials directly from my.golmn.com to rule out typing errors.
Check that your computer system time and date are correct and within about 2 minutes of the actual time.
Confirm that QuickBooks and the Sync Tool are both running as Administrator, or both not running as Administrator, so the two match.
Credentials did not authenticate successfully
If you receive an error stating your credentials did not authenticate successfully or that you do not have accounting privileges, even when your permissions are correct, repeat the checks above, paying particular attention to system time and date and run-as-Administrator parity.
For full error-code resolutions, see the QuickBooks Desktop Troubleshooting article.
Moving QuickBooks or the Sync Tool to a new server or VPN
If you move QuickBooks Desktop or the Sync Tool to a new server or VPN environment, you may need to reinstall and reauthorize the tool.
Install the LMN QuickBooks Desktop Sync Tool on the new server.
Reconnect the tool using your current LMN credentials at my.golmn.com
Reauthorize the LMN Sync Tool within your QuickBooks Integrated Applications settings.
Verify the company file path in QuickBooks by pressing F2 to confirm you are connected to the correct file.
Need more help? Contact our Support Team by email at lmn-support@granum.com, through Live Chat, or by phone at (888) 347-9864
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