Understanding the post-connect wizard
Right after you authorize a QuickBooks Online connection, URBI walks you through a guided, four-step wizard before regular syncing begins. This article explains what the wizard is, how its steps fit...
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Right after you authorize a QuickBooks Online connection, URBI walks you through a guided, four-step wizard before regular syncing begins. This article explains what the wizard is, how its steps fit together, and how to pick up where you left off if you close it partway through. The account-mapping and fiscal-year backfill steps each have their own detailed article, linked below.
Who can do this: A property manager or board member with manager-level access to the property, on a PREMIUM property that has just connected (or reconnected) to QuickBooks Online.
What it is
The post-connect wizard is a one-time setup flow that appears automatically inside the QuickBooks Online drawer immediately after you finish connecting. Its job is to make sure two things happen, in order, before URBI starts treating the connection as "live":
- Every URBI account that has posted activity is mapped to the right QuickBooks account.
- Your current fiscal year's activity (plus an opening trial balance for everything before it) is pushed into QuickBooks so the two systems start from the same numbers.
Until both are done, URBI shows the wizard instead of the normal Connection / Sync History tabs whenever you open the QuickBooks drawer. Once the fiscal-year backfill finishes successfully, the wizard disappears for good and the drawer reverts to its normal tabbed view.
The four steps
| Step | Name | What happens |
|---|---|---|
| 1 | Connected | Confirms the QuickBooks company you just linked and shows your property's configured fiscal year start month, if one is set. Nothing to configure here, just a checkpoint before moving on. |
| 2 | Map Accounts | You map each URBI ledger account that has activity to a matching QuickBooks account. Covered in Mapping your accounts to QuickBooks. |
| 3 | Preview | Shows what the backfill is about to push (counts of customers, vendors, invoices, bills, and journal entries) without sending anything yet. Covered in Backfilling your fiscal year. |
| 4 | Launch | Where you actually start the backfill and watch it run. Also covered in Backfilling your fiscal year. |
Each step (other than the first) has its own Back and Continue buttons in the step's footer. You move through the wizard one step at a time; there's no way to jump ahead to a later step before finishing the one before it.
Step by step: moving through the wizard
- Connected. Read the confirmation, then click Continue.
- Map Accounts. Map every unmapped account listed. The Continue button stays disabled until every account with activity has a QuickBooks match. Click Continue once the panel shows "All mapped."
- Preview. Review the counts of what's about to be pushed. If the "backfill starts from" date looks wrong, use the "correct it here" link to go fix your fiscal year start month in accounting settings before continuing, since that date drives everything the backfill pushes. Click Continue to Launch when it looks right.
- Launch. Click Launch backfill to start the push. The step then switches to a running view you can safely leave and come back to. Once it finishes successfully, the wizard closes on its own.
Behind the scenes
- The wizard shows or hides itself automatically based on the connection's state, not based on anything you click to open or close it manually. As long as the connection is active and the fiscal-year backfill hasn't completed yet, opening the QuickBooks drawer shows the wizard.
- Progress you make in the wizard is saved as you go, not just at the end. Account mappings save individually as you set them, and the backfill launch itself tracks its own progress on the server. That means closing the drawer, or even closing your browser tab, doesn't lose your place.
- If you reopen the drawer after having already started the backfill launch, the wizard picks back up showing the backfill's current running (or paused) state rather than making you start the wizard over from step one.
- The wizard only ever moves one step forward or back at a time; there's no direct link to skip to a specific step.
Edge cases and troubleshooting
- I closed the drawer partway through mapping accounts. Do I lose my progress? No. Each account mapping saves as soon as you set it. Reopening the drawer brings the wizard back with everything you already mapped still mapped.
- I closed the drawer while the backfill was running. Did it stop? No, the backfill keeps running in the background even if you close the drawer or navigate elsewhere in URBI. Reopening the QuickBooks drawer shows you its current progress.
- The wizard keeps reappearing even though I already finished it once. This is expected if the connection was disconnected and then reconnected. Reconnecting resets the wizard so you (or whoever reconnects) can re-map accounts if anything changed and relaunch the backfill from where it left off. See Disconnecting and reconnecting QuickBooks.
- Can I skip mapping or the backfill entirely and just start regular syncing? No. Both are required before URBI moves the connection out of the wizard flow. If an account genuinely has no matching QuickBooks account yet, create it in QuickBooks Online first, then come back and map it.
FAQs
Does someone else at my company have to finish the wizard if I started it? No single person has to finish it. Any staff member with manager-level access to the property can reopen the QuickBooks drawer and continue the wizard from wherever it was left.
What if I need to change something in accounting settings while I'm in the middle of the wizard? You can navigate away (for example, to correct the fiscal year start month) and come back. The wizard picks up where you left off.
Is there a time limit on finishing the wizard? No. The wizard stays available indefinitely until the backfill completes. There's no deadline to finish account mapping or launch the backfill after connecting.