Tips and FAQ

• ICAT is compatible with all Intuit supported Windows versions of QuickBooks Desktop, including:
  • QuickBooks Desktop Premier Plus
  • QuickBooks Desktop Enterprise
  • QuickBooks Accountant Desktop
• Multi-User Capable
• Microsoft .Net Framework version 4.0 or greater
• Windows 10, or Windows 11, update/version supported by Microsoft, and Windows Server 2012 (or R2), 2016, 2019, or 2022
• Internet connection required for product activation, with option to activate via web browser
• Hosting Approved
• At this time ICAT does not integrate with QuickBooks Online, but we invite you to sign up to receive ICAT product updates.
  For a cloud-based solution, we encourage a hosted QuickBooks Desktop solution with ICAT. For more information, contact us.

ICAT does not store general ledger accounting data outside of QuickBooks. ICAT reads the current accounting data in your QuickBooks general ledger to calculate indirect rates, allocate indirect costs, and generate reports.

ICAT creates an XML file with your setup and configuration data in the same directory as the QuickBooks file on your computer or network. Additionally, ICAT creates a separate file for each budget created using the ICAT Budgets module.

We believe businesses deserve the flexibility to choose solutions that fit their specific needs and budget — and that includes your timekeeping system. Any web-based timekeeping solution that integrates with QuickBooks Desktop and satisfies the necessary DCAA internal control requirements will work with ICAT.

The timekeeping software feeds the data into QuickBooks, and there it is used as the basis for distributing labor costs. Once the labor costs have been distributed in QuickBooks, then ICAT can calculate indirect rates and generate reports.

You can View a Demo Webinar or Watch On-Demand any time through our website.

We’ll be happy to schedule a live demo with you to discuss your business's unique needs. Send us a message requesting a demo, and we’ll be in touch shortly.

We also offer a Free 30-day Trial of ICAT Standard Edition. This is a full feature version, so you can take a test drive and see for yourself how ICAT streamlines cost accounting and DCAA compliance.

You can Renew your ICAT Annual License through this website.

ICAT is licensed on an annual basis. To renew your annual subscription, enter your current ICAT license activation key on the purchase page. This will also present upgrade options, if applicable.

To view your ICAT license key history on the website:

1. Sign In to your ICAT Systems account
2. Click My Account
3. Click "Activation Keys" to view the license activation key purchases associated with your account

To view your current ICAT license key within ICAT:

1. Select Help > About ICAT
2. Your current Activation Key will display in the pop up window.

Upon renewing ICAT, you will receive a new license activation key. Your new license period begins upon activation. Enter your new license activation key in your ICAT software to update your expiration date.

Please see the Onboarding Guide provided with your license activation key email along with the Getting Started Guide for detailed ICAT setup and configuration instructions.

You can Download the latest version of ICAT from the ICAT Systems website.

If you have QuickBooks in a hosted in the cloud, ask your hosting provider to provision ICAT in your remote environment for any QuickBooks users who should have access to ICAT.

1. Launch your QuickBooks company file.
   If QuickBooks is not running before you launch ICAT, ICAT will not be able to connect to QuickBooks. Cancel the application start, open QuickBooks, then restart ICAT.


2. Launch ICAT via the shortcut on the Desktop or from the Start menu.

Note: The Windows 10 installer creates a shortcut on the Desktop, and adds ICAT under a folder named FCSN within the Apps menu.

You can find more information about using ICAT in the help documentation.

We understand that many government contractors are working in secure computing environments. ICAT accommodates these circumstances. When it’s time to activate your ICAT license, choose the Browser Activation method for computers without internet access or when a firewall is blocking access. See the ICAT User Guide for details.

You can find the full ICAT User Guide, as well as ICAT Tutorial Videos with feature demonstrations, on the Support Page.

Contact us any time if you have questions or need assistance.

It's important to be aware that QuickBooks may move your company file to a new location when you upgrade to a new version of QuickBooks. Before upgrading QuickBooks you should backup ICAT. Review this reference guide to ensure a smooth upgrade process.

Why backup first? To run properly, your ICAT rate model configuration file must be saved in the same location as your QuickBooks company file. If your rate model configuration file is not moved to the new company file location before you launch QuickBooks and ICAT, ICAT will create a new CostModel.xml file. This new file does not include your rate model configuration, so your data will be missing when you run reports.

You will need to move your ICAT configuration file, or your Cost Model backup file, to the new directory or folder where your QuickBooks company file is now located. Your recent rate model backup helps ensure your current ICAT configuration file is available, if needed. If you are using ICAT Advanced, you will also need to move your ICAT budget files to this same location.

It's a good practice to regularly backup your ICAT configuration files. This should be done as part of a regular backup protocol and any time ICAT is upgraded from one version to the next.

1. On the ICAT Start Page, click on Backup/Restore Rate Model under Help & Support.
2. In the pop up screen, select "Create a backup of your current rate model" then click Next.
3. Enter or Browse to a location to backup the file, then click Next.
4. The pop up screen will confirm when your rate model has been successfully backed up.

You may either Download and install the current version directly from our website, or update from within the software:

1. From the ICAT Start Page, click on Check for Updates under Help & Support. You can also launch Check for Updates from the Help drop-down menu.
2. If updates are available, a prompt will ask if you want to download and apply the updates. Click Yes to proceed.
3. ICAT will install the updates, then restart for the updates to take effect.

Please keep in mind that you will need to install the update for each computer using ICAT.

Software updates may require you log in to QuickBooks as an administrator after an upgrade to grant ICAT access to QuickBooks. Once permission is granted, the user does not need to be logged in as an administrator to use ICAT with QuickBooks.

ICAT stores all of its data in an XML file located in the same directory as your QuickBooks company file. The file will have the same name as your company file with ".CostModel.xml" appended to it. You should back up this file, and when you move or rename your company file, you should move and rename this file as well.

If you use ICAT Advanced, you will also need to move your budget files to the new QuickBooks directory.

For detailed instructions, please view the guide for moving and reinstalling ICAT.

If you are using the Direct Activation method, first confirm that you are using the most recent version of ICAT. Also, make sure there is not a firewall preventing the ICAT application from accessing the ICAT Systems website (https://www.icatsystems.com) during activation. Access is only needed for the activation process.

As an alternative to the Direct Activation method, you can choose the Activate using your web browser option to avoid firewall issues.

For more information on activation options see the Activate ICAT section of the ICAT User Guide.

Contact us at support@icatsystems.com for further assistance.

The first time you run ICAT after installation, ICAT must be granted permission before it can work with the QuickBooks company file.

1. Login to QuickBooks as an Administrator
2. Within QuickBooks, grant ICAT access to QuickBooks
3. Launch ICAT

Once permission is granted, the user does not need to be logged in as an administrator to use ICAT with QuickBooks. This process may need to be repeated once every 3-4 years as new certificates are implemented.

If QuickBooks is not running when you launch ICAT, close ICAT and launch QuickBooks, then restart ICAT.

See the Authorize ICAT section of the ICAT User Guide for more information.

When you upgrade to a new version of QuickBooks, QuickBooks may move your company file to a new location. To run properly, your ICAT rate model configuration file must be saved in the same location as your QuickBooks company file. If your rate model configuration file is not moved to the new company file location before you launch QuickBooks and ICAT, ICAT will create a new CostModel.xml file. This new file does not include your rate model configuration, so your data will not be correct when you run reports.

If this occurs, you will need to move your ICAT configuration file, or your Cost Model backup file, to the new directory or folder where your QuickBooks company file is now located, replacing the newly created CostModel.xml file. For tips on locating and moving your file, please view this reference guide for upgrading your QuickBooks edition.

The ICAT configuration file (with the file name format of "Companyname.qbw.CostModel.xml") must be in the same location as your QuickBooks file (Companyname.qbw) for ICAT to work. If you are using ICAT Advanced, you will also need to move your ICAT budget files to this same location.

If your contracts are missing from your ICAT reports, there are several common resolutions:

1. Is your contract/job selected in the contract filter?
2. Is your contract/job marked Exclude from ICAT Reports?
3. Are all jobs identified with a unique character string?

For more details on resolving these issues, view the troubleshooting guide.

Self study courses will be available for a limited period of time as specified within the promotional material for the individual program. Course availability will not exceed one year (365 days) from date of purchase/enrollment.

The course participant's expiration deadline will be displayed with a specific date within the LMS (or under "My Account" for non-CPE courses). All course materials and qualified assessments must be completed prior to that expiration date.

If you must cancel your enrollment, you must do so withing 15 calendar days from purchase/enrollment. Please email a written request for withdrawal and refund within 15 days of purchase.

When the enrollee has not started the course, a full refund will be provided. When the enrollee has started but not completed the course, a request for a full refund may be denied. All printed course materials must be returned to ICAT Systems and all electronic versions of course materials must be deleted from all devices as a condition of refund.

No refunds will be given once you have started or completed the qualified assessment, or a significant portion of the content has been viewed and/or downloaded.

Please contact us if you are not happy with the course or need to modify your enrollment. For more information regarding refund, concerns, and program cancellation policies, please call our offices at (304) 592-4159.

In the unlikely event ICAT Systems must cancel a training program which has not been completed by a registered participant, ICAT Systems will notify current registrants in that program and attempt to receive written or verbal confirmation of receipt of this notification. In circumstances where participant registration cannot be transferred to and/or rescheduled for an equivalent training program, payments for training programs cancelled by ICAT Systems prior to completion by the participant will be refunded.  

Issues or concerns regarding any ICAT Systems CPE program should first be addressed to the ICAT Systems Training Administrator: 

In writing: training@icatsystems.com   -or- 

By phone: (304) 592-4159

ICAT Systems will review all concerns and respond as soon as possible within 5 business days. ICAT Systems will seek a prompt and satisfactory resolution to any issues or concerns.  

If you must cancel your registration, we will refund payment for our live training for requests sent prior to the date of the seminar. Please email a written request for registration cancellation including the seminar name and date to training@icatsystems.com.

For more information regarding refund, concerns, and program cancellation policies, please view our Training Policies or contact our offices by email or phone (304) 592-4159.

In the unlikely event ICAT Systems must cancel a training program which has not been completed by a registered participant, ICAT Systems will notify current registrants in that program, and attempt to receive written or verbal confirmation of receipt of this notification. In circumstances where participant registration cannot be transferred to and/or rescheduled for an equivalent training program, payments for training programs cancelled by ICAT Systems prior to completion by the participant will be refunded.  

Issues or concerns regarding any ICAT Systems CPE program should first be addressed to the ICAT Systems Training Administrator: 

In writing: training@icatsystems.com   -or- 

By phone: (304) 592-4159

ICAT Systems will review all concerns and respond as soon as possible within 5 business days. ICAT Systems will seek a prompt and satisfactory resolution to any issues or concerns.  

ICAT Systems uses an email address to identify your unique user account. You may edit the account contact information other than your email address through your account settings:

1. Sign In to your account on ICAT Systems website
2. Click My Account
3. Edit your company’s point of contact name, phone, or address
4. Select Update to save changes to your account.

If your organization has a new point of contact using their own email address, please click Sign Up to create a new user account on our website, then Contact Us with information for the updated point of contact. If your user account email is associated with a shared mailbox, you can update your account contact information through account settings.

Please note that email confirmations for purchases are automatically sent to the user account that completed the purchase.

For online training: each individual enrollee must have their own user account on ICATSystems.com to access courses and certificates.

ICAT Systems uses an email address to identify your unique user account. Users cannot change their email address within their account settings.

If you need to change the email address associated with your own user account, please Contact Us and include the following in your message:

1. Your Name
2. Company Name
3. Company Address
4. Your Current User Email
5. Your New User Email

If there is a new point of contact for your organization, please Sign Up to create a new user account on our website, then Contact Us with information for the updated point of contact.

1. Sign In to your user account.
2. Click My Account in the upper right navigation.
3. Click User Account from the account options on the left.
4. Enter your new password in the Password and the Confirm Password fields, then click the Update button to save changes to your password.

If you forgot your password:

1. Click the Sign In link
2. On the login screen, select Forgot Password.
3. Enter your email address to retrieve your password.
4. An email will be sent if an account is found for that username. Please check your spam folder if you do not receive an email.
5. Follow the instructions in the Password Reset email to access to your account.

To view your ICAT license key history on the website:

1. Sign In to your account on ICAT Systems website
2. Click My Account
3. The license activation key purchases associated with your account will be displayed under Activation Keys.

To view your current ICAT license key within ICAT:

1. Select Help > About ICAT
2. Your current Activation Key will display in the pop up window.

If you no longer have access to your company’s license purchase history, or if you need to change the user associated with your company account, you will need to register the new user on our website using the email address for the new point of contact. Then, please Contact Us and include the following in your message:

1. Your Name
2. Company Name
3. Company Address
4. Your Current User Email
5. Current User Name, if different
6. Your New User Email

ICAT is available on an annual subscription basis. Features and pricing by ICAT edition are detailed on the ICAT Pricing page. An ICAT license is valid for one year (370 days), for one QuickBooks company file, for unlimited users of that single QuickBooks entity.

You may purchase an annual ICAT subscription by credit card on the ICAT Systems website, and begin using ICAT right away. Upon credit card payment, you will receive an automated email confirmation as a receipt for your order. You will receive a separate automated email with your new ICAT license activation key. Please check your spam folder if you do not receive these emails upon completion of your online order, or contact support.

You may contact us to request an invoice for payment of the full annual subscription amount by check, ACH, or bank transfer. Upon receipt of payment, ICAT Systems will supply a new license activation key to the customer.

ICAT Systems does not automatically renew your annual subscription. We do not store your credit card information.

Refunds may be granted for new ICAT software within 60 days from date of first purchase, after deactivating the software license within the same 60 day timeframe. Current customers must request a refund and deactivate their ICAT license within 30 days from the date of renewal purchase. To request a refund please contact support@icatsystems.com with your order information and license activation key.

You can Renew your ICAT Annual License through our website.

ICAT is licensed on an annual basis. To renew your annual subscription, enter your current ICAT license activation key on the purchase page. This will also present upgrade options, if applicable.

To view your ICAT license key history on the website:

1. Sign In to your ICAT Systems account
2. Click My Account
3. Click "Activation Keys" to view the license activation key purchases associated with your account

To view your current ICAT license key within ICAT:

1. Select Help > About ICAT
2. Your current Activation Key will display in the pop up window.

Upon renewing ICAT, you will receive a new license activation key. Your new license period begins upon activation. Enter your new key in the ICAT software to update your license information.

You may upgrade your ICAT license edition at any time during the license period, or at the time of your annual subscription renewal. Contact us if you have questions about upgrading during your current license period.

To upgrade your ICAT subscription, enter your current ICAT license activation key on the purchase page. This will display the upgrade options available for your current ICAT subscription.

When you upgrade your ICAT subscription you will receive a new license activation key. Your new 365-day annual subscription period will begin upon activation of the new license key.

You will receive an email confirmation as receipt for your order upon completing your purchase. Live Training reservations will receive a separate email with information regarding your seminar or workshop. Please check your spam folder if you do not receive these emails upon completion of your online order.

If you must cancel your registration, we will refund payment for our live training for requests sent prior to the date of the seminar. Please email a written request for registration cancellation including the seminar name and date to training@icatsystems.com.

For more information regarding refund, concerns, and program cancellation policies, please view our Training Policies or contact our offices by email or phone (304) 592-4159.

You will receive an email confirmation of registration and a receipt for your order upon completing your purchase. If you do not receive these emails, please check your spam filter or contact us.

Your online training course will be available upon purchase, for the duration specified in the course materials. To access your course, Sign In and go to My Account. The course link will be available under Online Training on the My Account page. Click the course link to launch the LMS training portal. You'll also find a link here to your certificate after you complete your course.

If you must cancel your enrollment, you must do so withing 15 calendar days from purchase/enrollment. Please email a written request for withdrawal and refund within 15 days of purchase.

When the enrollee has not started the course, a full refund will be provided. When the enrollee has started but not completed the course, a request for a full refund may be denied. All printed course materials must be returned to ICAT Systems and all electronic versions of course materials must be deleted from all devices as a condition of refund.

No refunds will be given once you have started or completed the qualified assessment, or a significant portion of the content has been viewed and/or downloaded.

Please contact us if you are not happy with the course. For more information regarding refund, concerns, and program cancellation policies, please view our Training Policies or call our offices at (304) 592-4159.

No. At this time ICAT Systems does not support the storage of credit card information to auto-renew your subscription. You will need to enter your credit card information each time you make a purchase or renew your annual license.