When you Authorize (more about Authorizing here) an application to work with QuickBooks, the Windows Login and the application being Authorized are associated with each other. Note: You will need to have the QuickBooks admin account name and password to Authorize an Integrated Application in QuickBooks). We therefore recommend that the computer (Recommended) or VM that the QBSQL Instance is installed on has a Windows login named: QBSQL as the user name. We’ll try to explain it this way. Let’s say you have a computer used by 2 people (Bob and the QBSQL user) plus the admin account… When you Authorize QBSQL using the Windows QBSQL account - then, when the Windows QBSQL user is logged in QBSQL will work just fine: because the QBSQL application was Authorized (in QuickBooks) against the Windows QBSQL user account. Now, let’s say that Bob (or the admin) logs into that computer or VM and tries to run the QBSQL application. At this point, QuickBooks will force another “Authorization” because the Bob or admin Windows logins were not yet Authorized. For this reason, we highly recommend that you create a Windows User Account named: QBSQL either as a local account on the QBSQL computer (Recommended) or VM or as a domain account if you have a domain. Here’s another reason for creating the Windows QBSQL account and we’ve seen this happen quite often... Using our example above, let’s say that you Authorized Bob’s Windows login account with QuickBooks… and after a month or so, Bob leaves the company or becomes injured and cannot work for a while. Well this presents a problem, because Bob is not there to login and run the QBSQL application sync’s! However, if you have a ‘notional’ QBSQL (Windows) user this can be avoided. So, please take the time to create a Windows User named: QBSQL You’ll avoid a lot of headache downstream. In Summary: Setup a separate computer (Recommended) or VM and name that machine or VM: QBSQL or vmQBSQL Now with that name - every admin or user knows that that machine is to be used only for the QBSQL application and the user that should login on that computer (Recommended) or VM using only the Windows QBSQL user account. The next step is to create within QuickBooks a new user also named QBSQL (more about this in the next summary article).

1) Best Practices 2) Integrated Applications 3) Understanding QuickBooks Logins with Integrated Applications 4) Configuring Windows PC or Virtual Machine For QBSQL