The BE Connector application is a native Windows application. On the other hand, many accounting businesses use QuickBooks Desktop to manage their daily transactions. The BE Connector application helps to integrate QuickBooks Desktop and our system to automate the process of sending review requests to the customers for those transactions.

The installation and setup process is driven by an intuitive wizard. To set up the integration, you first have to download and install the app on the machine that has access to the accounting software. Once the integration is complete, the BE Connector will start pulling data from the software and send the data to the server for further processing. Review requests are sent as per the configurations and preferences set by the business.

To install QuickBooks Desktop on your system, you need the information listed below:

Begin by downloading and installing the QuickBooks SDK file. Click here to download the file.

Then, run the BE Setup.exe file. Click here to download the file.

Alternate link: Click here.https://bit.ly/2qIdVlM

When file download is complete, run BE Setup.exe in administrator mode. To select an installation folder, click the ‘Browse’ button. Now, click on the ‘Install’ button to begin the installation process.

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If BE Connector is detected on your computer, you will be asked for reinstallation. Click on the ‘Ok’ button to reinstall it. Click on the ‘Cancel’ button to exit the installation.

The green bar at the bottom of the pop-up shows the progress of the installation.

Once the installation is complete, the admin tool will be automatically launched.
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Auto-update will also begin if you install an older version of the application. In other cases, the application will check for updates periodically once every day after executing the service. Click on the ‘More details’ button to see the ongoing update status. You will be able to see the progress while the application is pulling in the latest updates. If the application is updated, no updates will be available to install.

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Make sure that the BE Connector installation folder is added to the 'Exceptions' list of the antivirus software installed on the system. If the BE Connector folder is not whitelisted, the antivirus will remove files from the BE Connector installation folder and corrupt the setup file. This step needs to be performed after completing the installation and before logging in to BE Connector.

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Only a user with appropriate rights can change folder permissions. Make sure that the user logged in has the rights to do so. Follow the steps detailed below:

If the ‘Full Control’ is not allowed, click ‘Edit’.

Select ‘Users’ under ‘Group or user names’ and allow ‘Full Control’ permission on the ‘Permissions for Users’ window. Click the ‘Apply/OK’ button at the bottom to save the setting.

The changes must be visible in the outer window as well.

Add BE Connector installation folder to Windows defender’s exclusions list. For more information, visit the link below:

https://winaero.com/exclusions-windows-defender-windows-10/

Make sure that the BE Connector installation folder is whitelisted by adding it to the 'Exceptions' list of the antivirus software installed on your system. If it is not whitelisted, the antivirus can remove files from the BE Connector installation folder and corrupt the setup file.

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This step needs to be performed after completing the installation and before logging in to BE Connector.

As soon as the application is updated, you will be redirected to the login window. You need to enter the ‘Business ID’.

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If the business ID was registered in the past, or there is an active installation already on the server, you can either recover the old settings or initiate a new installation.

In case you choose a fresh installation, BEC will ask for login details. Fill in your ‘Username’, and ‘Password’ in the respective fields and click on the ‘Login’ button.

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The ‘Business ID’ should be the client’s Business ID (It will be reflected on the next screen automatically).

If a Business Associate Agreement (BAA) is not signed for your business, you will be prompted to sign the BAA within the application.

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This screen will not appear if the BAA has already been signed.

Covered entity, address, state, country, and zipcode: refers to the company name with an address, state, country, and zip code.

An official email address: can be the email address of the owner or of the business.

The legal signee's full name: can be the owner or the one who is on the call while signing the BAA (we keep the owner's name when their IT team phones us).

The legal signee's job title: can be owner, office manager, doctor, receptionist, etc.

Mail recipient’s email list: [A Non Mandatory field]. This field will only contain email addresses, and if there are multiple addresses, only a comma should be used as a separator.

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If this recipient list is received from BEConnector, BAA Email will be sent to these emails, similarly to how we provide the Signee Email. If the text box is left blank, we will send a BAA email to all account owners.

The client must confirm his consent by providing a digital signature and clicking on the ‘Accept’ button.

The client must ensure correct details are in this form before they sign it, and the Terms and conditions checkbox is checked before clicking on the ‘Accept’ button.

If the recipient's email list is provided, then we send emails to the recipient's list, else we send a confirmation mail to all the business owners. The signed agreement will be uploaded on Salesforce under the main business.

Once you have logged in to the BE Connector application, click on the ‘Setup Connection’ button to start your connection set-up process.

Now, you will be redirected to a page where you have to enter the connection details.

There are three sections detailed below:

Now to start the setup, select ‘QuickBooks Desktop’ from the drop-down list of ‘Integration’.

Here you can add details related to QuickBooks such as, the ‘Company File Path’, and its ‘Version’.

By default, the ‘Version’ will be auto-detected. NOTE: As QuickBooks has a variety of versions, and the customization is also a possibility with QuickBooks, auto-detection may fail sometimes. You need to confirm the version of QuickBooks with the user.

The ‘Company file’ must be entered by the client manually. The company files are saved in ‘.qbw’ format.

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We support one company file per machine. In other words, BE Connector can be configured only with one company file and it will communicate only with the selected file.

In Order to check the path of QBD we can also use this method- Where we open QBD and once it opens het Ctrl+1 from keyboard! That will open a window as below. The Location under File Information signifies the path of QBW file for the QBD instance.

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In case the file is present at the ‘Network’ location, the complete path of the network path should be entered, not the ‘mapped drive’ path.

For example:

If the company file ‘Test_file.qbw’ is present at network drive “\\taeo6\company file\”, and the drive is mapped to ‘T:\’, the address provided should be “\\taeo6\company file\Test_file.qbw”.

It includes your Business ID and API Key. You can find these details on the 'Developers' page under the 'Account' tab on the left navigation rail.

Currently, we only support SMB accounts for this integration.

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‘Business Detail Confirmation’ dialog box

Verify the business details as shown. If the details are correct, select the checkbox present at the bottom of the dialog and click ‘Next’. If the business details are not correct, click ‘Back’ and then start BE Connector with the correct business ID.

This step checks for the business type (SMB or enterprise) and registers the business ID and machine on the BE Server accordingly. This step also verifies existing server entry of the same business. Users do not need to provide any input here.

Once you fill in all the details, click on the ‘Verify’ button for the application to validate the details. The application will test the connection by pulling and pushing three most recent contacts if the business number provided is ‘location business number’.

Before clicking on the ‘Verify’ button, make sure that you make the following points are checked:

CASE: Integration is already created with different uuid

This error occurs when an already configured BE Connector is moved from one machine to another. Proceeding to which the connector uses the machine’s unique ID as a check. In such cases, the second machine will display the below mentioned pop-up once the ‘Verify’ button is clicked. By clicking on ‘Yes’ the connector will overwrite the previous machine’s unique ID with the current one.

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View and copy the displayed message on the ‘Connection with Integration’ screen

These messages are displayed in ‘Green’ or ‘Red’ up on clicking the ‘Verify’ button. Sometimes, the messages exceed beyond the visible area on the screen. You can now view the entire message by double-clicking the displayed message.

Copy to Clipboard

Click on this button to copy the message to Windows clipboard and paste it (using Ctrl+V) wherever it’s required.

When you click on the ‘Verify’ button, QuickBooks asks the user to grant access to BE Connector data. You need to select the “Yes, always allow access even if QuickBooks is not running” option and click on the ‘Continue’ button to proceed.

Then click on the ‘Done’ button to confirm your action.

After this process is complete, the “Connection with integration” should be verified.

To check if BE Connector is successfully integrated with QuickBooks, go to “Edit > Preferences > Integrated Applications”. Now, click on the ‘Company Preferences’ tab and verify whether “BE Connector” is checked.

After the connection is successfully verified, the connector will automatically detect if it is an enterprise account or a single location account:

As it supports only single location accounts, no further steps are required and you will be asked to go back to the ‘Main menu’.

The system will then verify the details. Upon successful verification, you can view the success notifications under the ‘Connection with Integration’ and ‘BE connection’ sections. As mentioned earlier, if the detected ‘Business ID’ belongs to a single-location account, the setup between the selected integration and our system will be successfully established. Now, you can click on the ‘Back to main menu’ button.

If you wish to view the test results, click on the ‘See test results’ button at the bottom. You can test it further by sending ‘Review requests’ to these test results by clicking on the ‘Send review requests’ button.

If the connection is successful for at least one location, a success message will appear under the ‘Setup connection’ button.

If there is an error in the credentials you have entered or not a single location is mapped successfully, the connection cannot be established. In such a case, you will be asked to setup the connection once again.

Once the connection is set, you can set up advanced filters for an enterprise or single-location account. Click on the ‘Setup filters’ button under the ‘Setup advanced filters’ section to proceed.

When you click on the button, you will be asked to select the ‘Transaction types’ for which you want to allow the contact to check-in. By default, the connector smartly selects the appropriate codes.

While setting up advanced filters, a list of transaction types is automatically pulled and displayed on the BE Connector when the connection is successful.

Modify the selection as per your requirements and click on the ‘Save’ button. The selected options will be highlighted in ‘Green’.

Definition of advanced filters/triggers:

SALES RECEIPT - This is the QuickBooks Desktop’s sales receipt created on the same day.

PAID INVOICE - This invoice is generated when the payment is fully done on the same day. [NOTE: The invoice is called paid when due balance is zero. Partial payment is not acceptable in this category.]

NEW INVOICE - This is the new invoice created on the same day.

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Do not select ‘PAID INVOICE’ and ‘NEW INVOICE’ together. QuickBooks creates two separate transactions each of the ‘invoices’ generated for the respective ‘payments’ received. In case you have selected both, it may trigger two review requests as QuickBooks considers it as two separate incidents/records. For an invoice, a payment will always be there if the client settles the invoices.

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This functionality is available for SMBs only.

It will allow the user to create filters in line with the location filters (Eg: Practice/Provider) which means you can choose to allow sending review requests for certain providers or practices for SMB too. This functionality was earlier available for enterprise businesses only.

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Unlike enterprises, this is an optional step for SMBs. For enterprises, these steps should be mandatorily followed. To proceed, follow the steps detailed for enterprise.

There would always be a single location listed in the location filter window i.e. with the same business number as that of SMB.

Many times, clients want us to provide filtration for customised fields or any specific criteria (e.g procedure codes). BE Connector provides this facility via ”Campaign”. To know how to use campaigns for this, please visit this link. BEConnector- Basic troubleshooting guide

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Currently only procedure codes are being enabled for all. Its custom field name is “pms_appointment_procedure_code”. For any other field, support can ask engineering to build support.

Once this step is successfully completed, you can move on to the next step to configure how you would like to schedule the review requests to go out. Begin by clicking on the ‘Configure scheduling’ button.

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Here you have the option to customize and schedule the application’s operational settings. You can select the days when you would like the application to run. This can be done by simply checking the square boxes beside the day’s name.

You can then select the start time of the application and the interval between each runtime. The application will auto-detect the time zone. The ‘Next run time’ indicates when the application will next run. You will also have the option to set the ‘Number of retries’ in case of failure, and the ‘interval (in minutes)’ between each retry.

‘Enable nightly sync’ - By default, the BE Connector switches to hibernate mode during night (08:00 PM to 08:00 AM). Enabling this option would make BE Connector active during night as well. If this option is not selected, BE Connector would not carry out any activity between 8 PM to 8 AM.

Once you have selected all settings, click on the ‘Save’ button to save your preferences.

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Minimum time span between two executions is 1 hour. You cannot select a time-span less than an hour to pull/push the operation.

Click on the ‘Cancel’ button to cancel any unsaved changes and close the configuration screen.

You can view a success message at the bottom if the settings are successfully saved. The ‘Reset to default settings’ option on the bottom left of the page will help you configure default settings. In such a case, the application will execute daily at 5:00 PM, with settings ‘24’ Hours, ’0’ minutes, 3 retries and 2 minutes of interval time in case of failure.

‘IST’ is an abbreviation for Indian Standard Time. It is the time zone of the local machine.

The ‘Reset to default settings’ are the best practices for scheduling.

After you have configured the scheduling and other integration settings. The next step is to configure the contact triggers. To begin, click on the 'Setup Triggers' button.

Enabling the daily appointment trigger will allow BE Connector to check in daily contacts. It is enabled by default and cannot be edited.

If you have to reconfigure something, you can re-login to BE connector using the same business ID. The user can setup up an entirely new business too.

Case: Setting a different business ID on an existing BE Connector setup.

In case BE Connector is already setup on a machine and you need to change the business ID, the user must login with the new business ID.

The reason is that the Configuration Screen doesn’t allow the user to enter random business ID.

After login, BE connector verifies the connection with the Integration as well as BE server. If the connection is successful, you will see a success message.

Now, you can change any information and proceed accordingly.

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The older settings will be permanently overwritten with the new settings on BE Connector. So, the user needs to be sure about input provided on any of the configuration screens.

Case: “Invalid API key” due to upsell.

When a business is upsold, its API key may change against the existing business ID. As this API key is necessary to authenticate for BE Connector, this causes error mentioned above.

In this case, the BE connector needs to be re-configured with the correct pair of business ID and API key. The support team must log in to the machine and change the business ID/API key. This should be done if either the API key needs to be updated, or both business ID and API key.

Steps:

For update location properties, please visit the document - BE-Connector - Update Location Properties

In case you want to uninstall the application, navigate to the control panel of your computer, and select the 'BE Connector' application and double-click on it.

On the next pop-up, you will be able to see the following options:

On selecting this option, all the BEC components will be removed from the client’s machine, leaving the integration active in the backend.

If you wish to place a request for deactivation of the Integration after uninstalling it, click on the ‘Uninstall & Deactivate Integration’ button. Upon clicking this button, BE Connector’s all components will be removed from the client's machine and the integration will be disabled from the backend.

Now, when you attempt to reinstall the BE Connector setup, the recovery option that pulls all information from the backend won't prepopulate the integration properties, the integration properties will be deactivated against the particular office from the backend!

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Use this option if you don't want to reinstall BEC on the same machine for the same business.

Once the application is successfully uninstalled, you will see the following screen with a success message. Click on the 'OK' button to complete the uninstall process.

In case there is a new update on S3 server of BE Connector, an ‘Update Available’ button will be visible on the setup screen. Click on the button to download and install the latest updates.

[Scope- This option is provided to reduce the support team’s response time for already set up businesses, in the case of an engineering-level issue. It will reduce their response time against a patch to almost ‘0’ hours. In the case of a patch deployed on S3 server, the support team can immediately contact the business, click this button and deploy the latest files on the client’s machine. Earlier only BE window service could take the update at the start of a new day and it was increasing the response time additionally by 24 hours.]

In some cases, the connection can’t be established with QuickBooks Desktop. Mainly,

In the aforementioned cases, the user will view a pop-up message asking permission to kill the current process and establish a new one.

“Unable to communicate with QuickBooks Desktop...”

Solution

If the issue appears while setting the connection in the Admin tool, kill all the instances of QBW32.exe and launch a new instance with Admin rights. Then open the correct file within QuickBooks Desktop and try again.

If the issue appears while service execution, click on the ‘OK’ button to kill the current instance and launch a new one to connect.

This app is designed to provide basic information on the health of BE Connector as well as allow users to fix the integration settings without having to login to the BE Connector Admin tool. By default, it will not be visible and will be present in the system tray with the icon

. You can open this by

Once you click:

Information for each label of the ‘Status’ tab:

Integration: Displays the name of the integration/CRM with the version of CRM, which was defined during the integration setup.

Current Version: Refers to the current version of the BE Connector installed on the machine.

Last Updated On: This shows the date and time when the BE Connector was last updated.

Integration Connectivity: You will view two possible values for this field:

BE Server Status: You will view two possible values for this field:

Last Checkin Sent On: Displays the date and time of the last contact check-in on the BE Connector.

Last Executed Cycle: This refers to the date and time when the BE Connector was the last run to execute the cycle.

Last Error: It shows the last error created on the BE Connector.

Broken integration is monitored and notified once a day between 10-11 am machine time on which BE Connector is installed.
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If it is not running, this is launched by BEIASystemTray.exe present in the installation folder.

How to identify if BE Connector is not running?

To identify, look into the system tray menu if you are unable to view the BE Connector watch icon that resembles BE Connector is not running.

How to run it?

This error appears when you open a BEC admin tool that’s already setup. BEC checks with the BE server and the server responds that the integration is no longer active on the server.

The possible reasons are detailed below:

Solution

This error indicates that there is a mismatch between the server and client machine, and one should proceed with a caution befor

Troubleshootinge moving forward with the setup. You can click on the ‘Verify’ button to re-setup this machine, that will tie up the business ID with the current machine. Concurrently It will cause other machines with the same business ID to be invalidated.

For all common errors, please visit the document BEConnector- Basic troubleshooting guide

You will view this error if a company file is already open other than the configured one and you click on the ‘Verify’ button.

Go to the Task Manager and end all the tasks with the name ‘QuickBooks’ or ‘QBW32.exe’.

BE Connector does not support integration for QuickBooks Desktop with BirdEye enterprise accounts. When you attempt to integrate an enterprise account, you will get this error.

This error occurs when QuickBooks SDK is not installed. In this case, you need to install the QuickBooks SDK file and then reinstall BE Connector. Also, make sure that QuickBooks SDK should be installed for all users; not just for the current user.

This error occurs due to many reasons. To fix this error, proceed in the following order.

“This application is unable to log into this QuickBooks company data file automatically. The QuickBooks administrator must grant permission for an automatic login through the Integrated Application preferences. If such permission was already granted, the administrator must revoke permission, save preferences, then grant the permission”.

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“Recent changes to your configuration require you (the QuickBooks Administrator) to go into the Integrated Applications preferences and re-authorize your integrated application to log in automatically.”

This error indicates that while granting permission to BE Connector application during QuickBooks authentication, the wrong option is selected in this window.

It may also be caused due to changes made by the client in the integrated applications settings.

CORRECTING THE ISSUE

Go to QuickBooks→ Edit → preferences → Integrated Applications → Company Preferences. Select Item with name ‘BE Connector’ and click properties.

Check these two boxes and click the ‘OK’ button.

Now, click the ‘Reauthorize’ button in the previous window.

These campaign tags are used to setup campaigns within the BirdEye dashboard.These tags are either provided by client or can be fetched from Kibana for already checkedIn contacts. The QuickBooks Desktop tags are:

transaction_Status, transaction_Id, transaction_Type, transaction_Amount, transaction_Date, pms_appointment_provider_id