Connecting QuickBooks Desktop
Last updated: April 11, 2026
Overview
inBuild integrates with QuickBooks Desktop through a service called Conductor, allowing you to sync financial data between Procore and your QuickBooks Desktop company file. Unlike QuickBooks Online, QuickBooks Desktop supports multiple simultaneous connections, so you can link more than one QuickBooks Desktop company file to your inBuild account.
This article covers how to connect your first QuickBooks Desktop account, add additional connections, reconnect an existing connection, and disconnect an integration you no longer need.
You must be a Procore Company Admin to access Accounting Integrations settings. If you do not see the Accounting Integrations link in your Settings sidebar, contact your company admin.
Connecting QuickBooks Desktop for the First Time
When no QuickBooks Desktop integration exists yet, both the QuickBooks Online and QuickBooks Desktop cards appear on the Accounting Integrations page. Connecting your first QuickBooks Desktop account walks you through project mapping and the Conductor authentication flow.
Navigate to Settings in the left sidebar.
Click Accounting Integrations.
On the QuickBooks Desktop card, click Connect.
You will be taken to the Map QuickBooks Desktop to Procore Projects page. Choose which Procore projects should sync with this QuickBooks Desktop connection.
Choosing Which Projects to Map
On the project mapping page, you have two options for selecting which Procore projects will sync with this QuickBooks Desktop connection:
Option | Description |
All Procore Projects | Every Procore project in your company will be mapped to this QuickBooks Desktop connection. This is the default option. |
Select specific Procore projects | A list of all your Procore projects appears with checkboxes. Select only the projects you want to sync with this connection. |
If a project is already mapped to a different QuickBooks Desktop connection, a yellow badge will appear next to it showing which connection it belongs to. Selecting that project will reassign it to the new connection.
Select All Procore Projects or Select specific Procore projects.
If you chose Select specific Procore projects, check the box next to each project you want to include.
Click Save Settings.
You will be redirected to the Conductor authentication flow. Follow the on-screen prompts to authorize the connection to your QuickBooks Desktop company file.
Once authentication is complete, you will be redirected back to the Accounting Integrations page. Your new QuickBooks Desktop connection will appear in a list on the QuickBooks Desktop card.
If the connection fails, you will be redirected back to the Accounting Integrations page and a red banner will appear at the top of the page with the message: "Something went wrong while connecting to the integration. Please try again."
Adding Additional QuickBooks Desktop Connections
If you have multiple QuickBooks Desktop company files, you can add more connections from the same card. Each connection can be mapped to different Procore projects.
Navigate to Settings > Accounting Integrations.
On the QuickBooks Desktop Integrations card, click Add Connection in the top-right corner.
Follow the same project mapping and Conductor authentication steps described above.
Once connected, the new integration will appear as an additional row in the QuickBooks Desktop card.
Each connection in the list displays its connection name, a green Connected indicator, and buttons to access its Settings or Delete (disconnect) it.
Reconnecting an Existing QuickBooks Desktop Connection
If your QuickBooks Desktop connection loses its authorization or you need to re-authenticate, you can reconnect without deleting the integration. This preserves all your existing settings and mappings.
Navigate to Settings > Accounting Integrations.
Click Settings next to the QuickBooks Desktop connection you need to reconnect.
On the QuickBooks Desktop Settings page, locate the Integration Status card at the top.
Click Start reconnection.
You will be redirected to the Conductor authentication flow. Follow the on-screen prompts to re-authorize the connection.
Once complete, you will be redirected back to the settings page with your connection restored.
Disconnecting a QuickBooks Desktop Connection
Disconnecting removes a QuickBooks Desktop integration. If you have multiple connections, you can disconnect them individually.
Navigate to Settings > Accounting Integrations.
On the QuickBooks Desktop Integrations card, locate the connection you want to remove.
Click the red trash icon to the right of that connection.
A confirmation dialog will appear with the message: "Are you sure you want to disconnect this QuickBooks Desktop integration?"
Click Disconnect to confirm, or click Cancel to go back without making changes.
A toast notification will confirm: "Integration disconnected successfully."
The disconnected integration will be removed from the list. If it was your only QuickBooks Desktop connection, the page will return to showing both the QuickBooks Online and QuickBooks Desktop cards, allowing you to connect a different integration type.
Disconnecting an integration stops all syncing for the projects mapped to that connection. Make sure any in-progress syncs are complete before disconnecting.
Frequently Asked Questions
Can I connect both QuickBooks Online and QuickBooks Desktop at the same time?
No. inBuild only supports one type of accounting integration at a time. If you have a QuickBooks Online connection, you must disconnect it before connecting QuickBooks Desktop, and vice versa.
Can I connect multiple QuickBooks Desktop company files?
Yes. QuickBooks Desktop supports multiple simultaneous connections. Each connection can be mapped to different Procore projects. Use the Add Connection button on the QuickBooks Desktop card to set up additional connections.
What happens to my data when I disconnect a QuickBooks Desktop integration?
Disconnecting stops all syncing for that connection. The integration record is soft-deleted, meaning it is not permanently erased. However, you should treat a disconnect as final and ensure any pending syncs are complete before proceeding.
What does it mean if a project shows "Mapped to: Another Account" during project mapping?
This means the project is currently assigned to a different QuickBooks Desktop connection. If you select that project for your new connection, it will be reassigned and will no longer sync with the previous connection.
I see a "Connection Failed" banner after trying to connect. What should I do?
This means the Conductor authentication flow did not complete. Try clicking Connect (or Add Connection) again. Make sure your QuickBooks Desktop application is running and accessible. If the issue persists, contact inBuild support.
I don't see the Accounting Integrations option in my Settings sidebar. Why?
The Accounting Integrations page requires two things: the accounting integrations feature must be enabled for your company, and you must be a Procore Company Admin. If you meet both requirements and still cannot see it, contact inBuild support.
How do I reconnect if my QuickBooks Desktop session expires?
Go to Settings > Accounting Integrations, click Settings next to the affected connection, and then click Start reconnection in the Integration Status section. This re-authenticates the connection without losing your existing settings or mappings.