Ricoh AP for Small Business Help.

QuickBooks Desktop Integration

QuickBooks Desktop integration

QuickBooks Desktop integration enables you to import QuickBooks vendors and chart of accounts into Ricoh AP for Small Business and post your invoices as Vendor Bills into QuickBooks. Click the Download button to download the QuickBooks Sync application and authorize Ricoh AP for Small Business to connect to QuickBooks Desktop.

Ricoh AP for Small Business will not be able to process your invoices successfully until it is connected to QuickBooks Desktop.

Connecting to QuickBooks Desktop

When connected to QuickBooks Desktop, Ricoh AP for Small Business can view your vendors, chart of accounts, and post bills on your behalf.

  • Click the Download button to download the RICOH APS - QuickBooks Sync onto your computer. Run the executable to install the RICOH APS - QuickBooks Sync.
    This is an application required for Ricoh AP for Small Business to communicate with QuickBooks.
  • Use your APS account credentials to login to the RICOH APS - QuickBooks Sync..
    Log on:
  • After the log in is done successful, you have to open your QuickBooks Desktop application in order to connect to your company.
  • When your company is successfully identified you can sync your QuickBooks accounting data with your APS account.
  • The Advanced button is used to setting the auto sync period between your QuickBooks and your APS account.

QuickBooks Desktop Multi-Company Support

Multi-Company support feature allows you to process invoices on targeted views and register them directly within your desired company.

This feature enables you to connect your APS account to multiple companies through RICOH APS QuickBooks Sync agent. In order to use this feature:

  • Make sure you have at most one company opened within QuickBooks Desktop.
  • Make sure you connect the agent to the right APS tenant before connecting any company. When prompted, give our agent the desired access permissions to your QuickBooks Desktop app.
  • When switching between companies make sure to follow the steps prompted by the agent in case of company disconnection / reconnection or in case of syncing. On this note, make sure you don’t change companies when the auto-sync is operating.

Make your upload experience more fluid when uploading large batches of invoices from your desired MFP or on-the-go via email. Change the APS view to your desired company then wait for the invoices to be listed!

Stay up-to-date with our desktop agent. Download the latest version from your account in order for Multi-Company support feature to work as designed.


The required RICOH APS Sync Agent dependencies (.NET and SQL Compact) cannot be installed within Windows Server 2012 R2.

When you have a secondary company file open (a feature offered by QuickBooks Desktop), you will not be able to connect to either company from RICOH APS Sync Agent. You must close any company file opened using secondary company feature.

Keep in mind that when you sign out from RICOH APS Sync Agent while posting an invoice, the invoice will be lost and will not be visible in the QuickBooks Desktop Vendors List.

Please keep in mind that the Income and Asset Accounts are mandatory for posting invoices to QuickBooks Desktop. Make sure that you have them defined in your QuickBooks Desktop Application.

IMPORTANT! Please note that, in order to use RICOH APS with shared company files, you must ensure to use only QuickBooks Desktop Accountant or Enterprise solutions!