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 installation. Each company file connects to its own Biller Genie account.
This article explains how multi-company syncing works and how to add additional company files after your first connection is complete.
If you have not yet set up your first company file, see: How to Connect MagicCarpet to QuickBooks Desktop
How It Works
In a multi-company setup:
- Multiple QuickBooks Desktop company files 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.
Tip: Only one MagicCarpet installation is needed regardless of how many company files you are syncing. Do not install MagicCarpet more than once or on a separate computer
What to Expect
QuickBooks Desktop only allows one integrated application connection at a time. Because of this:
- Sync requests are processed one at a time
- Company files sync sequentially, not simultaneously
This is expected behavior and does not indicate a problem.
Common Scenarios
| Scenario | Supported? |
|---|---|
| A sync runs for Company A while a user is actively working in Company A | Yes, as long as the record being synced is not locked for editing |
| A sync runs for Company A while a user is working in Company A on a separate workstation | Yes, as long as the record being synced is not locked for editing |
| A sync runs for Company A while a user is working in Company B on the same server | No. QuickBooks only allows one connection per integrated app at a time |
| A sync processes for Company A and then a sync request is sent for Company B | Yes. Files sync sequentially once the first sync completes |
| Multiple users each have their own MagicCarpet installation for the same companies | Not recommended. Only one MagicCarpet installation is needed per QuickBooks instance |
Adding a Second Company File
These steps assume your first QuickBooks company file is already linked to Biller Genie.
Warning!
If you have multiple QuickBooks Online company files, selecting the incorrect file will sync unwanted data into your Biller Genie account.
- Open QuickBooks Desktop and sign in to the company file as the Admin user
- Log in to the Biller Genie account for the additional company file
- Go to Add-Ons > QuickBooks Desktop ~ MagicCarpet
- Copy the unique linking code
- Open MagicCarpet and select Link Another Account paste the linking code into the connection field
- Click Link
- Click Connect to QuickBooks within MagicCarpet.
- Select Yes, always allow access even if QuickBooks is not running.
- Choose Admin from the user dropdown.
- Click Continue.
- Click Yes to confirm.
Once the Connection Is Approved
The first sync will begin automatically.
- Do not close QuickBooks Desktop or MagicCarpet during this sync
- Wait for the sync to fully complete
Once the sync finishes, you will see a “Sync Ended Successfully” message in your Biller Genie account.
To confirm this:
- Within your Biller Genie account go to Add-Ons
- Select QuickBooks Desktop – MagicCarpet
- Locate the Last Sync Result field
This confirms that your Biller Genie account is successfully syncing with QuickBooks Desktop.
Best Practices
- Keep QuickBooks Desktop open with no company file selected when not actively syncing, or ensure the correct file is open when a sync is due
- Ensure the computer or server remains powered on and connected to the internet
- Monitor sync status regularly in your Biller Genie account under Add-Ons > QuickBooks Desktop