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Manage permissions for apps to access a QuickBooks company file

SOLVEDby QuickBooksUpdated 1 day ago

Learn how to manage application permissions to access your QuickBooks Desktop company file.

You can do more with your QuickBooks Desktop company file when you give applications access to it. But if you have credit card data saved in your QuickBooks, we recommend that you don't allow other applications to access your company file.

Select either Application Permission Screen or Application Certificate Status to learn more about application access.

The Application Permission screen has these important sections:

  • Certificate information: This is the info of the digital certificate signing authority/owner.
  • Application permission options
    • No: The application can't access this QuickBooks company data file. The QuickBooks administrator can grant access permissions through the Integrated Application preferences.
    • Yes, but ask me every time: The application will ask for permission to read and modify the QuickBooks company file data (not including personal data) and enhance your QuickBooks user interface, every time the connection is initiated.
    • Yes, whenever my QuickBooks company file is open: The application will have permission to read and modify the QuickBooks company file data (not including personal data) and enhance your QuickBooks user interface, whenever the company file is open (attended mode).
    • Yes, always allow access; even when ‌my QuickBooks isn’t running: The application will have permission to read and modify the QuickBooks company file data (not including personal data) and enhance your QuickBooks user interface, even when the company file isn't open (unattended mode).
  • Access personal information: Checkbox to allow application to access personal data such as Social Security number, and customer credit card information.

There can be multiple scenarios for your application integration with respect to certificate statuses.

To see these statuses:

  1. Go to Edit and select Preferences.
  2. Select Integrated Applications, then Company Preferences.
  3. Select one of the apps listed, then Properties and then Details.
  • Application with No Certificate
    • You'll see the certificate info with the status None in the Application Permission Screen.
    • You'll be able to integrate your application into QuickBooks Desktop.
    • But, you must read and understand the potential risks involved. Then accept responsibility if your data gets compromised. 
  • Application with Valid Certificate
    • You'll see the certificate info with the status ‘Valid’ with the Valid till date, in the Application Permission Screen.
    • You'll be able to integrate your application into QuickBooks Desktop.
  • Application with Expiring Certificate
    • You'll see the certificate info with the status Expiring with the Expiring on date, in the Application Permission Screen.
    • You'll be able to integrate your application into QuickBooks Desktop.
    • You can also select Details to get the application owner's details to contact them to renew the certificate.
    • The admin will receive a one-time notification if there’s any application with an expiring certificate in the next 60 days.
  • Application with Expired Certificate
    • You'll see the certificate info with the status Expired with the Valid till date, in the Application Permission Screen.
    • You'll be able to integrate your application into QuickBooks Desktop.
    • You can also select Details to get the application owner's details to contact them to renew the certificate.
  • Application with Revoked Certificate
    • You'll see the certificate info with the status Revoked with the Valid until date, in the Application Permission Screen.
    • You won't be able to integrate your application into QuickBooks Desktop.
    • You can also select Details to get the application owner's details to contact them to renew the certificate.

To block applications

  1. Go to Edit  ✎ and select Preferences.
  2. Select Integrated Applications.
  3. Go to Company Preferences.
  4. Select Don't allow any applications access to this company file.
  5. Once the warning message appears, select OK.
  6. Select OK again.

Once done, no integrated applications will have access to your QuickBooks company file, including Intuit apps.

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