Configure QuickBooks, Mail, etc.

ActiveBooks must be configured before it can access your QuickBooks accounts and email system. This page walks you through that one-time setup procedure. It shouldn't take you longer than 5 minutes to complete the entire process.




  1. The process starts with the following introductory screen. Click Next to start setting up QuickBooks.



  2. Click Next to continue setting up QuickBooks.



  3. Enter the full path to your QuickBooks Company File, most likely created when you first installed QuickBooks. It is probably named Your Company.QBW, where Your Company is the name of your business.



    Here we have specified a sample company file. Click Next to continue setting up QuickBooks.



  4. Please start QuickBooks, log in (if necessary) and give it a minute to start up properly. Also ensure that no modal windows (for example, the Preferences window) are open in QuickBooks. Click Next to continue.



  5. The QuickBooks application features a security layer that restricts access to your accounting data. The next few screens focus on granting ActiveBooks permission to go through that layer. Click Next to continue.



  6. ActiveBooks is trying to talk to QuickBooks. This should take a few seconds (or up to a couple of minutes on some systems), and you may soon be prompted by QuickBooks to grant ActiveBooks access to your company file.



    If this is your first time setting up ActiveBooks with this company file, QuickBooks should display this "Application Certificate" window:

    QuickBooks Security Prompt

    Please select the "Yes, always..." entry to ensure that ActiveBooks can read your QuickBooks data at any time. If you have a multi-user setup, you may want to have ActiveBooks run as the "Admin" user. Note that ActiveBooks only reads your QuickBooks data and does not modify it in any way. There is no need to grant access to personal data, etc. Clicking on the "Continue..." button summons the Access Confirmation window. Click the Done button to confirm and to complete the interaction with QuickBooks.

    QuickBooks Security Prompt Confirmation

  7. If necessary, switch back to the ActiveBooks Initial Setup window. You will see that the QuickBooks setup is now complete and ActiveBooks has confirmed access to the Company File you have specified. Click Next to continue.



  8. Click Next to start entering your email settings. You may need your system administrator's help for this part...



  9. ActiveBooks needs some information to send email.



    The controls on this page are as follows:

    • Name/IP: Enter the name (or IP address) of your mail server. The server must be able to accept and route standard SMTP traffic. Please consult a system administrator if in doubt.
    • Port: The numeric port on which the mail server is available. Note that the default is 25 for regular SMTP servers and 465 for servers using SSL - please specify one if these if in doubt.
    • This server requires an encrypted connection (SSL): Check if the mail server uses SSL.
    • This server requires authentication: Check if the server requires authentication, and select the authentication method. The choices are CRAM-MD5, AUTH-LOGIN, AUTH-PLAIN, and AUTH-NTLM. A login and a password will be required for all but AUTH-NTLM.
    • Login: The user name/login for the mail server.
    • Password: The password for the mail server.
    • Address: The email address that will be displayed in the "From" field of the email messages sent by ActiveBooks.
    • Name: The name that will be displayed in the "From" field of the email messages sent by ActiveBooks. This value is optional.
    • Send a test message: Click this button to send an email message using the settings you have specified. You will be asked to specify the target email address and the sequence should unfold like this:

      Send a test email - Address

      Send a test email - Working

      Send a test email - Done

    Though not required, feel free to click over to the "Customization/Branding" tab and making any changes you like:

    Please see the Mail Settings Page for how to use your Gmail, AOL, or other mail account.

  10. Click Next to start entering miscellaneous ActiveBooks settings.



  11. In order to access QuickBooks when no user is logged on, you should specify an account that ActiveBooks can use to start QuickBooks. Please enter the User name and Password of a user that can run QuickBooks normally. The user should be an administrator on the computer. Perhaps the account you are logged in to right now?

    If you choose not to provide an account, ActiveBooks may not be able to send you reports when no one has logged on to your computer.

    For the geeks reading - note that ActiveBooks will automatically grant the user the Log on as a Service privilege if necessary (as managed in the Control Panel/Administrative Tools/Local Security Policy application).

    Click Next to record your settings.



  12. Congratulations - ActiveBooks setup is now complete! Go get that chocolate! Click Finish to start using ActiveBooks.