Syncing Multiple QuickBooks Desktop Companies with Mothernode

Overview

Mothernode’s QuickBooks Desktop Connector allows you to sync invoices, payments, and customers between
Mothernode and QuickBooks Desktop. While the connector works seamlessly when syncing
a single Mothernode company with a single QuickBooks company file, special configuration is required
if you manage multiple QuickBooks company files.

This article explains how to correctly set up and operate multiple QuickBooks Desktop company connections.

⚠️ QuickBooks Desktop Limitation

QuickBooks Desktop’s SDK (the technology that powers external integrations) only allows
one active company file connection at a time.

• The connector can only communicate with one QuickBooks company file per session.
• To sync with another QuickBooks company file, you must close the first file and open the next one.
• Alternatively, you can run multiple connectors under separate Windows user sessions.

This limitation is imposed by QuickBooks, not by Mothernode.

✅ Supported Configurations

You can successfully sync multiple companies using one of the following setups:

Option 1: Separate Connector Setups (Recommended)

Use one connector per QuickBooks company file.

1. Install a separate connector for each company (or use different Windows profiles).
2. Create unique Mothernode company environments, one for each QuickBooks company file.
3. Configure each connector with its own:
   • Mothernode API credentials (specific to each company).
   • QuickBooks company file path.
4. Run each connector independently.

Think of each as a dedicated pipeline: MothernodeA ↔ QuickBooksA, MothernodeB ↔ QuickBooksB.

Option 2: Manual Switching (Single Connector)

If you only need to sync one company at a time:

1. Open QuickBooks Company A.
2. Run the Mothernode Connector for Company A.
3. When complete, close QuickBooks A.
4. Open QuickBooks Company B.
5. Change the connector settings to connect to Mothernode Company B.
6. Run the sync again.

This is suitable for occasional multi-company syncs.

Option 3: Multi-User or Virtualized Setup

For advanced environments (e.g., hosted QuickBooks or Remote Desktop Services):

• Run each QuickBooks company and connector instance in its own Windows user session or VM.
• Each connector is permanently configured for its assigned company file.
• This allows concurrent syncs between multiple Mothernode and QuickBooks companies.

⚙️ Configuration Tips

• Each connector stores its settings locally. Avoid using the same connector configuration file for multiple companies.
• Each QuickBooks file must authorize the connector the first time it connects.
• Ensure that customers, chart of accounts, and tax codes are unique per company to prevent data crossovers.
• If you’re using QuickBooks Desktop Enterprise, these rules still apply even if you manage multiple company files under one license.

💡 Best Practice

To minimize setup time and prevent configuration errors:
Create a dedicated Windows user profile or virtual machine for each QuickBooks company file,
each with its own Mothernode connector installed and configured once.

You can then trigger syncs independently without reconfiguring settings.

🧰 Example Folder Structure

C:\Mothernode_Connectors\
   ├── MN_CompanyA_Connector\
   │      └── Settings.config
   ├── MN_CompanyB_Connector\
   │      └── Settings.config
   ├── MN_CompanyC_Connector\
          └── Settings.config

🚨 Common Issues

🧾 Summary