Overview

While there are limitations with QuickBooks Desktop and third-party integrations that are outside of anyone’s control, there are steps you can take to give Biller Genie the best chance to sync successfully.

Biller Genie does not need to sync continuously throughout the day. One successful sync per day is sufficient to ensure that data between QuickBooks Desktop and Biller Genie stays fully up to date.

Key Requirements for Automatic Syncing

For automatic syncing to work reliably, the following conditions must be met.

Computer and Connectivity Requirements

The computer that stores the QuickBooks company file and has the Biller Genie Sync Tool installed must remain:

• Powered on
• Connected to the internet
• Logged in to Windows
• If the computer is shut down, put to sleep, or placed in hibernation mode, syncing will fail and result in timeout errors.
• Verify the computer’s Power & Sleep settings and ensure that sleep is set to Never.

QuickBooks Desktop Usage Best Practices

• At the end of each business day, ensure that all users are signed out of QuickBooks Desktop.
• If this is not already standard practice, establish an end-of-day procedure to support reliable syncing.
• Ensure the QuickBooks ADMIN user is not signed in on another machine at the time of sync.
• The ADMIN user should only be accessed on the same machine where the Sync Tool is installed.
• If QuickBooks Desktop is open on the Sync Tool machine, confirm that the correct company file is selected.
• Having a different company file open during a sync attempt will result in an error.

Disable QuickBooks Pop-Ups

Unexpected pop-ups or system prompts in QuickBooks Desktop can interrupt the sync process and cause timeouts or failed sync attempts.

To prevent interruptions, review the steps outlined in Disabling Pop-Ups in QuickBooks Desktop and ensure all non-essential pop-ups are disabled on the machine where the Biller Genie Sync Tool is installed.

Recommended QuickBooks State During Sync

For the most reliable and fastest sync attempts:

• QuickBooks Desktop should be open to the company file selection screen
• The computer should remain idle and uninterrupted during the sync process

Restarts, Backups, and Server Considerations

• If the computer is shut down over the weekend, syncing will not occur during that time.
• If the computer (or server) is scheduled for nightly restarts or backups, syncing may be interrupted.
• After a restart, ensure the following:
• Windows automatically signs in to the correct user account
• QuickBooks Desktop is added to startup and launches automatically

Still Having Trouble?

If syncing continues to fail after following the steps above, contact the Biller Genie support team at support@billergenie.com and include:

• Whether the sync is failing consistently or intermittently
• Confirmation that the computer remains powered on and connected to the internet
• Whether QuickBooks Desktop is open to the correct company file
• Any timeout or error messages displayed in Biller Genie

Our support team is happy to help review your setup and identify any configuration issues that may be preventing successful syncing.