Syncing Multiple QuickBooks Desktop Company Files with Biller Genie
Learn about the differences between a single and multiple company file implementation.
Table of Contents
Overview
Biller Genie supports syncing with multiple QuickBooks Desktop company files stored on the same computer or server using a single MagicCarpet Sync Manager installation.
This article explains how multi-company file syncing works and how to add additional company files after the first connection is complete.
Single Company File Syncing
In a single-company setup, one QuickBooks Desktop company file (.QBW) is connected to one Biller Genie account using MagicCarpet.
This is the most common configuration and requires:
- One QuickBooks Desktop installation
- One company file
- One MagicCarpet connection
Lets review some common set up scenarios:
| Scenario | Supported? |
|---|---|
| You are working in your company file when a sync is attempted. | Yes, as long as the record that is being attempted to sync isn't locked for editing. |
| You are working in your company file on your workstation, but another user is working in the same company file on their workstation (multi-user mode). | Yes, as long as the record that is being attempted to sync isn't locked for editing. |
| A sync is getting processed when another third-party application is attempting to access the same company file. | No. Only one sync request can be processed at a time per QuickBooks application. |
How Multi-Company File Syncing Works
In a multi-company setup:
- Multiple QuickBooks Desktop company files (.QBW) exist on the same computer or server
- Each company file is connected to its own Biller Genie account
- All connections are managed through one MagicCarpet installation
MagicCarpet maintains separate links for each Biller Genie account while using the same QuickBooks Desktop instance.
Lets review some common setup scenarios:
| Scenario | Supported? |
|---|---|
| A user is logged into the server and is working in Company A. Meanwhile, a sync request comes in for Company A. | Yes. This will behave the same way as the single company scenario above. |
| A user is logged into the server and is working in Company A, but a sync request comes in for another Company on the same server. | No. QuickBooks only allows one connection per integrated app at a time, so this call would fail, and you would get an error response. |
| A sync request call is getting processed for company A when another sync request is sent to another company on the same server. | No. QuickBooks only allows one connection per integrated app at a time, so this call would fail, and you would get an error response. |
| A sync request was just processed for company A with a successful response, and then another sync request is sent to another company file on the same server. | Yes. This will behave the same way as the single company scenario above and sync each file sequentially. |
| There are multiple server users that all interact with the same companies, each with their own Sync Manager. | Not recommended. Only one Sync Manager is needed per QuickBooks application. As long as the Sync Manager is connected to QuickBooks and logged into Windows, Biller Genie has sufficient access to the data. |
Important Behavior to Understand
QuickBooks Desktop allows only one integrated application connection at a time.
Because of this:
- Sync requests are processed one at a time
- Company files sync sequentially, not simultaneously
- Only one MagicCarpet instance can be installed and in use for one or more company files
This is expected behavior and does not indicate a problem.
Adding a Second (or Additional) Company File
These steps assume that your first QuickBooks company file has already been successfully linked to Biller Genie using MagicCarpet.
If you have not yet linked your first company file, refer to Installing and Syncing with MagicCarpet and complete that process before continuing.
Before linking another company file, it is critical to prepare QuickBooks Desktop correctly. Linking while the wrong company file is open can result in syncing data to the wrong Biller Genie account.
Before You Begin
Before starting the linking process, confirm the following:
- You are logged into QuickBooks Desktop as the Admin user
- QuickBooks Desktop is in Single-User Mode
- The correct QuickBooks company file you want to link is open
- MagicCarpet is installed and running on the computer or server
Taking a moment to confirm these items helps prevent incorrect or incomplete syncing.
Step 1: Locate the Unique Linking Code
- Log in to the additional Biller Genie account you want to connect
- Navigate to Add-Ons > QuickBooks Desktop MagicCarpet
- Locate and copy the unique MagicCarpet linking code
Each Biller Genie account has its own unique code. Be sure you are copying the code from the correct account.
Step 2: Open MagicCarpet
On the computer or server where MagicCarpet is installed:
Open the MagicCarpet connector
Click Link Another Account
Step 3: Paste the Linking Code
Paste the copied unique linking code into MagicCarpet
Click Link
When prompted, click Connect to QuickBooks
At this point, MagicCarpet will request permission to connect to QuickBooks Desktop.
Step 4: Approve the QuickBooks Certificate
A QuickBooks security certificate window will appear.
Select Yes, always allow access; even when QuickBooks isn’t running
From the user dropdown, select Admin
Or select a user with the same level of admin access
Do not check the option for Social Security information
Click Continue or Yes to approve the certificate
These permissions allow MagicCarpet to access the company file securely and reliably.
Step 5: Allow the Initial Sync to Complete
Once the certificate is approved:
MagicCarpet will confirm the connection
Biller Genie will automatically refresh
An initial sync will begin
Allow the sync to complete without closing QuickBooks or MagicCarpet.
After the initial sync finishes, manually initiate a second sync.
The second sync is often required to fully complete the connection.
Step 6: Repeat for Additional Company Files
Repeat the steps above for each additional QuickBooks company file, ensuring that:
The correct company file is open each time
You are copying the linking code from the matching Biller Genie account
Important Reminders
- Always confirm the company file open in QuickBooks before linking
- Syncs are processed sequentially, not simultaneously
Multi-Company Best Practices
Keep QuickBooks Desktop:
- Open with no company file selected, or
- Open to the correct company file when syncing
Ensure:
- The Windows user remains logged in
- The computer or server stays powered on
- An active internet connection is maintained
Common Pitfalls to Avoid
- Installing multiple Sync Managers on the same machine
- Running multiple MagicCarpet instances
- Attempting to sync multiple company files at the same time
- Logging out of Windows while syncs are expected to run
Still Having Trouble?
If issues occur while syncing multiple company files, contact the Biller Genie support team at support@billergenie.com and include the following details:
- Number of QuickBooks company files being synced
- Confirmation that MagicCarpet is installed only once
- Which company file is failing to sync
- Any error messages shown in MagicCarpet or Biller Genie
Providing this information will help our support team quickly identify configuration issues and guide you to a resolution.