Getting started with QuickBooks for Desktop

CashFlowTool.com integrates directly with QuickBooks Desktop allowing you to quickly add a new business and update your financials.

After installing the add-in, a new icon is added to your system tray. Right click on the system tray icon to:

  • Add the business to your CashFlowTool.com account
  • Update financial data

Watch this 2 minute video to learn how to get started.

Installation

To get started, you need to download and install the Finagraph connector using the following steps. Setup only takes a few minutes to complete and only needs to be completed once.

  1. Close QuickBooks for Desktop if running
  2. Download and run the Finagraph Connect setup
  3. Install the Finagraph Connect add-in by advancing through the setup wizard
  4. Open QuickBooks for Desktop using Run as administrator
Run as admin

Windows Protected You PC message

You may recieve a Microsoft Windows Defender message when you run Finagraph Connect Setup.

You can safely install Finagraph Conect by choosing Run Anyway.

An updated version of Finagraph Connect was recently released which automatically triggers Microsoft's Proectected PC warning. The setup program is fully code signed and safe to run on your PC.

Run as admin

The following provides a brief overview of how CashFlowTool works with QuickBook Desktop.

CashFlowTool syncs data by installing a QuickBooks Desktop add-in called Finagraph Connect. Finagraph Connect is a Windows desktop application that gets installed on the same machine where QuickBooks Desktop is installed. If you have QuickBooks Desktop installed on your local machine, then Finagraph Connect gets installed on your local machine too. If you use Remote Desktop to access QuickBooks Desktop on a remote server, then Finagraph Connects gets installed on the remote server where QuickBooks Desktop is installed.

Finagraph Connect only needs to be installed once and setup takes just a couple of minutes. Watch the video above to see the entire installation process.

Open Company File

The first time you open the company file, you must be logged in as the QuickBooks 'Admin' user. Only the admin can grant permissions to enable 3rd party add-in.

QuickBooks requires you to authorize Finagraph Connect to access to your company file. Select any of the ‘Yes’ options.

Select the checkbox "Allow this application to access personal data such as Social Security Numbers and customer credit card information." This allows CashFlowTool.com to access payroll data.

If you open the company file as standard user, you will not see the prompts to authorize Finagraph Connect. You must open the company file as an 'Admin' user at least once. Note: After the 'Admin' user has authorized Finagraph Connect, other QuickBooks users will see the Finagraph Connect option under the Company menu.

Run as admin

Choose Yes to confirm your choice.

Verify

Adding a new business

  1. Open QuickBooks for Desktop
  2. Open your company file
  3. From the Window's system tray, right-click on the Finagraph Connect icon.
  4. Select Connect or Sync

CashFlowTool.com will open using your default browser and show CashFlowTools.com login screen. Enter your user name and password, or select one of the other login methods. If needed, you can choose to Sign Up for a new account too.

Finagraph Connect

The business is automatically added to CashFlowTool.com using information from the company file and your new business will be displayed in the Business Activity Center.

It may take a few seconds for QuickBooks Desktop to connect and upload financial data to CashFlowTool.com. Progress will be shown in the first panel when updating and the date updated once complete.

Progress dialog

Once updated, your key business metrics and cash flow calendar will be displayed. If needed, you can edit details about your business by selecting the business settings option from the Business Activity Center.

Finagraph Connect

Updating financials for an existing business

You can use the following two methods to create a new business in CashFlowTool and sync your financials.

Method 1 - System Tray Icon
  • Open QuickBooks for Desktop
  • Open your company file
  • Right-click the Finagraph Connect System Tray icon
  • Select Connect or sync

The financials will be updated, and CashFlowTool.com web page will be opened using your default browser. If the business does not exist in CashFlowTool.com, it will be automatically added.

Finagraph Connect
Method 2 - Company menu option
  • Open QuickBooks for Desktop
  • Open your company file
  • Select Company / Finagraph Connect / Connect or sync

The financials will be updated, and CashFlowTool.com web page will be opened using your default browser. If the business does not exist in CashFlowTool.com, it will be automatically added.

Finagraph Connect

Add Company Menu option in QuickBooks (Optional)

You can optionally choose to install a QuickBooks Desktop Company menu option that will allow you to sync by accessing a menu option called Finagraph Connect under the Company menu in QuickBooks. Use the following steps to enable the company menu.

  • Press Windows Start key
  • Start typing ‘QuickBooks’
  • Right-click on QuickBooks
  • Select Run as administrator
Run as admin

How it works

After Finagraph Connect is installed, each time you open a company file a dialog will appear asking if you want to sync the company file data with CashFlowTool.

When you select yes to sync, here is what happens:

  1. A new browser window is opened directing to login to CashFlowtool. Syncing will automatically start after you login.
  2. If this is the first time you are syncing the company file, a new business is created in CashFlowTool. You will see the new business appear in CashFlowTool on the Business Activity Center.
  3. A syncing progress indicator will appear on the Windows system tray or notification center. From the system tray, you can also hover over the CashFlowTool logo and display progress.
  4. Syncing time will vary depending on the size of your QuickBooks company file and your internet connect. CashFlowTool syncs the last 13 months of data including your entire general ledger. Larger files can take as long as 20 minutes to complete. While syncing QuickBooks Desktop will display Window’s wait cursor from time-to-time. It is recommended not to use QuickBooks until syncing completes.
  5. After syncing completes, progress will show 100% done on the progress graph. Afterwards, CashFlowTool will begin to generate your dashboard cards and cash flow forecast. Items will be displayed as they are available. Your dashboard cards may appear before the cash flow forecast is generated an shown. The notification bar at the top of the screen will show current progress.
  6. If you close your browser window during syncing, syncing will still continue. If you have notifications enabled, you will receive an email once syncing is complete.
Sync with CashFlowToo

Who should sync the company file?

If you have access to QuickBooks Desktop and the company file, you can sync with CashFlowTool.

Typically, the person who is updating your books is the best person to sync the file with CashFlowTool. The person updating your books has access to both QuickBooks and company file. They will also know when new transactions have been entered and the cash flow forecast needs to be updated.

Here are some common scenarios how to use CashFlowTool between the business owner and an accountant.

Only the accountant has access to the company file (off-site accountant)

In this scenario, the business uses an accountant who works off-site and is the only person with access to the company file.

  1. Accountant creates a CashFlowTool account and syncs the company file. A new business is created in CashFlowTool.
  2. Accountant invites the business owner to join the business.
  3. Business owner accepts the invite.
  4. Both the accountant and the business owner can view the business in CashFlowTool.
  5. Only the accountant can sync because only the accountant has access to QuickBooks and the company file.

Shared Network Folder

If the business owner and the accountant have access to a shared version of the company file, either the business owner or the account can initiate sync. For example, the company file is stored on shared network folder.

  1. Business owner creates CashFlowTool account and syncs company file. A new business is created in CashFlowTool.
  2. Business owner invites accountant to join the business
  3. Accountant accepts the invite
  4. Both the business owner and the accountant can view the business in CashFlowTool
  5. Either the business owner or the accountant can sync the company file because it’s the same company file with the same id.

Remote Desktop users (hosted environment)

In this scenario, all QuickBooks Desktop users use Remote Desktop to remote into a QuickBooks Desktop on a server. Since everyone is sharing the same workspace, all users can open the company file and sync with CashFlowTool.

Accountant sends portable file to business owner

In this scenario, both the accountant and the business owner have QuickBooks Desktop installed on their local machines, but the accountant updates the books and regularly sends the business owner a portable version of the company file. It is recommended in this scenario for the accountant who is updating the books to sync with CashFlowTool.

Technically you can restore the portable file and sync with CashFlowTool, but CashFlowTool will detect this as a new company file and create a new business each time.

QuickBooks Multiuser Environment (QuickBooks Database Server)

CashFlowTool works with QuickBooks Desktop in both a single and multi-user environment. In a multi-user environment, QuickBooks Database Server is used to share the company file between multiple people in an organization and keep track of who has the file open.

If the company file is opened in QuickBooks single user mode, syncing may not start. If syncing fails to start, ensure that the company file is not opened by another user in single user mode.

CashFlowToot Account Owner

The person who first creates the business in CashFlowTool is the admin of the business and has permissions to invite other users. For example, if the accountant syncs a company file first, the accountant will be the owner and the business added will be associate their CashFlowTool account. After the account is created, the accountant can invite other users to view the business in CashFlowTool.

The person syncing does not need to be the admin of the CashFlowTool account. For example, a business owner can be the billing party for CashFlowTool and their accountant can be the person who syncs the company file. If this describes your setup, contact support for help.

Reminder Settings

Each time you open a company file, Finagraph Connect will ask if you want to sync your company file.

  • Select Yes, to immediately start syncing your company file with CashFlowTool.
  • Press Later to be reminded to sync in the future based on your reminder settings.
  • Select Reminder Settings to choose when to be reminded to sync your company file again.

You can configure when to be reminded to sync your company file by selecting Reminder Settings.

If you don’t want to be reminded, select the last option. You can always change this setting by right-clicking on the Finagraph Connect system tray icon and selecting Reminder Settings from the content menu.

Finagraph Connect

FAQ

Q: Where does Finagraph Connect need to be installed?
A: Finagraph Connect needs to be installed on the same computer where QuickBooks Desktop is installed.

Q: Can I update financials from multiple desktop computers opening a company file from a shared location?
A: Yes. You can install Finagraph Connect on multiple machines if needed.

Q: Does QuickBooks Desktop need to be opened in single user mode to sync?
A: No. After Finagraph Connect is installed and you have opened the company file as a QuickBooks Admin user, you can switch back to multi-user mode.

Q: Do I need to be a QuickBooks Desktop admin user to sync?
A: No, you only need to open the QuickBooks Desktop company file once as a QuickBooks Desktop Admin user once. After Finagraph Connect is installed, non-admin users can sync.

Q: Can another user on my machine update financials?
A: Yes. Finagraph Connect is installed for all users on the machine.

Q: Do you support hosted, and shared environments?
A: Yes. Work with your IT department to install the Finagraph Connect on the server where QuickBooks Desktop is installed.

Q: Can I use QuickBooks Desktop while my company’s financials are being uploaded?
A: No. QuickBooks API blocks user interaction and you may see Windows wait spinner flash from time-to-time. The browser will automatically open once financials are updated.

Q: Can I schedule financial updates to occur automatically?
A: Not yet, this is on our product roadmap. (If you are using QuickBooks Online, you can schedule automatic updates under your business settings.)

Q: Do you support Right Networks?
A: Yes, Right Networks supports 3rd party add-ins under certain plans. Submit a support ticket with Right Networks and ask them to enable CashFlowTool's Finagraph Connect on your account.

Troubleshooting Finagraph Connect

Issue: Finagraph Connect is not shown in the company menu

Run QuickBooks Desktop using Run as administrator option.

After installing Finagraph Connect, you must open QuickBooks Desktop as a Windows administrator. This is different than opening the company file as a QuickBooks admin user.

  • Press Windows Start key
  • Start typing ‘QuickBooks’
  • Right-click on QuickBooks
  • Select Run as administrator
Run as admin

Verify Finagraph Connect is enabled in QuickBooks Desktop edit preferences

From within QuickBooks Desktop, select Edit / Preferences. Select Integrated Applications and view Company Preferences.
Company Preferences
Check ‘Allow this application to read and modify this company file.’
Properties

Security information

The Finagraph Connect add-in safely and securely uploads financial information using bank level data encryption. A secure connection between your computer and our server is established each time financials are updated.

A unique ID is saved in your company file to associate the business with your CashFlowTool.com. Finagraph Connect does not write any financial data to the company file. While updating your financials, read-only operations are performed against the company file.

You can revoke access at any time either by changing QuickBooks Application Integration preferences or uninstalling the Finagraph Connect. Details below.

Uninstalling Financial Connect

  1. Open Apps & Features from Windows 10 Start Menu
  2. Locate Finagraph Connect
  3. Press Uninstall
  4. Open QuickBooks Desktop using Run as administrator. This final step is needed to remove the CashFlowTool.com menu options from QuickBooks Desktop. Change Integrated Applications Preferences

Revoking access

At any time, you can revoke Finagraph Connect's access to your company file.

  1. From QuickBook’s menu, select Edit/ Preferences
  2. Select Integrated Applications
  3. Select Company Preferences tab
  4. Select Application Name Finagraph Connect
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