The Sage Expense Management-QuickBooks Desktop integration relies on QuickBooks Web Connector (QWC). Because the Web Connector is designed to run in specific ways, certain setup or usage patterns can cause sync errors or blocked access.
This article covers common challenges our customers face with QBD integration, explains why they occur, and outlines best practices to ensure smooth, reliable syncing.
If you’re troubleshooting a specific Web Connector error such as QBWC1039, check our detailed guide: QuickBooks Web Connector (QBW) Error Resolution Guide.
Multiple admins trying to run the integration across different instances
When multiple admins or machines attempt to run the same integration (same QWC file + credentials) simultaneously, sync errors or duplication may occur.
Web Connector is designed for a single active sync at a time.
Duplicating the same QWC setup across machines causes authentication or “already in use” errors.
Best practices
Use a dedicated, always-on machine or server to host the integration.
If multiple admins need access, ensure only one triggers sync at a time.
Use the same QWC file and password across installations - do not change credentials separately.
Running a single primary instance while expecting multiple user logins to sync
An admin wants to manage the integration from one central instance but still sync expenses submitted by multiple users - without setting up the integration on each instance.
QBD expects a one-to-one mapping between Web Connector and the company file.
You cannot merge multiple logins into one Web Connector setup.
Best practices
Install the integration in each instance that needs to sync.
Keep the same configuration and credentials across installations to ensure consistency.
Ensure only one admin triggers sync at a time.
Syncing automatically without enabling auto-run
Some admins want “seamless sync” but prefer not to enable auto-run, since auto-run may block logins if another admin is active.
Automatic syncs require auto-run.
Without auto-run, all syncs must be manually triggered.
If multiple admins share the same environment, one active sync can block another admin’s login.
Best practices
Enable auto-run if seamless syncing is required.
Use short sync intervals (10–60 minutes) and ensure runs do not overlap.
If conflicts occur:
Temporarily disable auto-run when manual activity is expected.
Schedule syncs during off-business hours.
Moving or upgrading the QuickBooks company file
When the company file is moved or QuickBooks is upgraded, the integration breaks unless cleaned up and reinstalled.
Web Connector links the integration to a specific file path.
Moving or upgrading leaves behind stale references that block reconnection.
Best practices
Remove the old integration before reinstalling:
In QuickBooks: Edit > Preferences > Integrated Applications > Company Preferences → remove Sage Expense Management
In Web Connector: remove the old entry.
Reach out to [email protected] to generate a new QWC file and password for the updated file path.
Add the latest file to your QuickBooks Web Connector to establish a new connection.
Additional resources
Contact support
If you continue to face issues, reach out to us at [email protected]. \