Quickbooks Link FAQ


Versions of ACT! this product works with

ACT! 2007 / 9
ACT! 2008 / 10
ACT! 2009 / 11
ACT! 2010 / 12
ACT! 2011 / 13
ACT! 2011 / 14
Not compatible with ACT for Web

Compatible Quickbooks versions AUS / NZ

QuickBooks Pro, Premier and Enterprise 2012/2013
QuickBooks Pro, Premier and Enterprise 2011/2012
QuickBooks Pro, Premier and Enterprise 2010/2011
QuickBooks Pro, Premier and Enterprise 2010/2011
QuickBooks Pro, Premier and Enterprise 2009/2010
QuickBooks Pro, Premier and Enterprise 2008/2009

Compatible Quickbooks versions US / Canada

QuickBooks Pro, Premier and Enterprise 2005
QuickBooks Pro, Premier and Enterprise 2006
QuickBooks Pro, Premier and Enterprise 2007
QuickBooks Pro, Premier and Enterprise 2008
QuickBooks Pro, Premier and Enterprise 2009
QuickBooks Pro, Premier and Enterprise 2010
QuickBooks Pro, Premier and Enterprise 2011
QuickBooks Pro, Premier and Enterprise 2012
Note: The Xact link for ACT! and QuickBooks (UK) should be compatible with the Enterprise version of QuickBooks although this is yet to be tested.

Quickbooks Link Frequently asked questions

What is Xact Link for ACT and QuickBooks?
Xact Link for ACT & QB is an add-on for the popular ACT contact Management system; the Link is developed by Xact software solutions.

What does the link do?
The link connects ACT with your QB accounting product, by doing so it provides the ability to create QB Customer Records from ACT in addition to exposing some of QB accounting software functions to ACT.

What is the goal behind linking ACT with QB accounting products?
The idea is to streamline the process of creating Customers and managing their information within the business as well as providing the front office staff with controlled access to customers financial data so that the staff can serve the customers more efficiently.

What other features does the link provide?
The link adds the following features to ACT:

  • Create QB customer records from ACT.
  • Link any existing contact record in ACT to a QB customer and Vendor record.
  • View the Estimates, Sales Orders, Invoices, Sales Receipts and Aged receivables for QB customers from within ACT.
  • Create QB Estimates, Sales Orders, Invoices and Sales Receipts from within ACT.
  • View and Create vendor Purchase Order.
  • Update the details of Customer record in your QB from within ACT.
  • Import / Export customer and contact records from / to QB & ACT.
  • Create PDF files from existing transactions and attach them to the customer's history & document tab or email them directly from within ACT.
  • View and print built in QB reports such as, Sales History, Stock Level, Customer location distribution map.
    How does the link work?
  • Once installed the Link adds a new Tab to the ACT contact detail screen, it also adds a new Menu item under the ACT Tools menu.

Does it consume a QuickBooks license?
Depending on the setup, for local connection where ACT and QB resides on the same machine, the link will work through the installed QB therefore uses one license; QB on this machine can still be operated alongside the link uses the same license 'slot'. Any additional users using this type of connection will consume a license.

On remote connection using QB Link Server, the server operates under a nominated QB login therefore uses one license, any user clients connected to RDS does not require additional licenses.

View system requirements for NZ & Australia here and for USA here in the column to the right.

Prerequisites: What are the prerequisites for running the link?
The following is a list of software and software components that need to be in place before you can successfully install and use the link:

  • A supported version of ACT is installed and working with no issues
  • A supported version of QB accounting software is installed and working with no issues
  • Both installation of ACT and the QB software have the latest patches applied

What are the requirements for running the link?
Xact Link for QuickBooks has the same requirements as ACT! with additional note, on some operating system namely Windows XP Home, Vista Home Basic / Premium, Windows 7 Home Premium, we have some cases where QuickBooks third party integration does not work. However we do provide 30 days trial, in any case, the product can be uninstalled with no adverse effect.

Installation: How do I install the link?
Installation is simple; all you need to do is to un-zip the software package and run the Setup.exe file, simply follow the installation instructions and make sure that the link is installed to the right directory. Xact Link for QuickBooks Setup Wizard will run when the link is initialised for the first time in ACT!

Is there an installation reference guide?
Yes, the link comes with a quick installation guides for both single and client-server scenarios in addition to a comprehensive user manual.

I have ACT installed on my machine but QuickBooks is installed on a separate machine can I setup the link to work under this configuration?
Yes, you can install the link and configure it to run using the Xact QB Link Server which allows you to connect to a QB application which is running on a separate machine, this product is available upon request with no additional charge.

What is the difference between single user and client-server installations?
Single user installations require that both ACT and QuickBooks reside on the same machine, with client server installations QuickBooks can reside on a different machine from ACT.

Can I have ACT running while installing the link?
It is strongly recommended that neither ACT nor your QuickBooks accounting software is running when installing the link.

Where should the link be installed?
The installation directory is the Plugins sub directory which can be found under the ACT for windows or ACT for Web Folders. The default paths for these folders are:

  • For 32 bit operating system:
    C:\Program Files\ACT\Act for Windows\Plugins\
    C:\Program Files\ACT\Act for Web\Plugins\
  • For 64 bit operating system:
    C:\Program Files (x32)\ACT\Act for Windows\Plugins
    C:\Program Files (x32)\ACT\Act for Web\Plugins

Do I need to be an administrator when installing the link?
Yes you need to be logged on as an administrator when installing the link

Can I install the link without having ACT on my machine?
Since the link is an integrated Add-on for ACT you must have a compatible version of ACT installed and running in order to use the link.

What is Remote Data Sharing (RDS)?
RDS is tool developed by Intuit ? to allow multiple third-party client to connect to QuickBooks in a Client-Server model. It is a two part component, one for the server side (RDS server) and one for the client side (RDS client). This allows the Link (as a client) to communicate to QuickBooks installed on another machine.

This option is only available on the US version and provided for backward compatibility only, no technical support will be given.

Where do I get QB Link Server?
QB Link Server is available upon request.

Configuration: I have installed the link, how do I configure it to work with my QB accounting software?
Provided the installation was complete and your system meets the prerequisites you will need to start up QuickBooks and login to your database first then start ACT. The link will prompt you to configure its settings the first time you start up ACT.

You can also access the configuration screen from ACT at anytime by going through Tools >> Xact Link for Act and QuickBooks

What is the QB User Access Password?
The access password is used to allow an administrator to configure the user access rights for the link on a given machine, by doing so an administrator can setup the access rights for each ACT user who is utilising the link

Is QB User Access password the same as my Windows or ACT user password?
No, it is only used to protect User Access configuration screen.

I have installed the link and went through the setup wizard, after restarting ACT I can see the link tab but nothing is visible on the tab and I can only access the configure user access section in the preferences screen.
By default the link's access settings are setup to full lockdown, you need to configure the user access settings for each individual ACT user, to do so navigate to an ACT user's record, and configure their access settings through the preferences screen, close and restart ACT when you're done.

What is Link field?
The Link field is used to store the QuickBooks customer ID in ACT, the ID is used to link an ACT customer to its respective QB record. Ideally your ACT administrator should create a field for that purpose prior to installing the link.

How do I setup the Xact Link to link an ACT contact record with my QuickBooks customer record?
Using the Link field (which is accessible through the Link's configuration screen) you can assign a contact field which will hold the link information between ACT and the QuickBooks accounting product.

Can I choose any field for Link Field?
Yes, however it is very important that you choose a field that is not used to enter data at all or create a new field to hold the link information between ACT and your QuickBooks product data file.

My database has customised fields can I configure the link to map to them?
Yes, the link can be configured to map your QB customers' fields to any ACT field of your choosing, keep in mind that when mapping fields you should only map field pairs of similar data types (e.g. mapping a character field in ACT to a number field in QB may result in data loss or corruption).

I have multiple QB company file, can it works with multiple QB database?
No, this product is designed to be used with one QB company file.

What is the email integration function used for?
The email integration function is used to provide the option to send an existing transaction (Estimate or invoice etc) to an ACT customer; the transaction is converted to a PDF document and emailed as an attachment.

Can I customise the template used to create the PDF file?
Yes, it is possible to customise the template to change the layout, add static text and images, to do so you will need some familiarity with HTML.

Is it possible to have more than one template?
Yes, each transaction type (invoice, sales order, estimate, purchase order) has a default template. A custom template can also be chosen upon creation.

What can I use to edit the HTML template?
It is possible to use Notepad or Wordpad, you can also use any of the freely available HTML editors such as Notepad ++

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© Copyright 2011 4UCRM.com  All rights reserved. Last Updated Tuesday, September 18, 2012
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