Tips and FAQ

About ICAT

Technical Requirements
  • ICAT is compatible with all Intuit supported Windows versions of QuickBooks Desktop, including:
    • QuickBooks Desktop Pro Edition
    • QuickBooks Desktop Premier Edition
    • QuickBooks Desktop Enterprise Solutions
    • QuickBooks Accountant Desktop - Premier and Enterprise
  • Multi-User Capable
  • Microsoft .Net Framework version 4.0 or greater
  • Windows 8.1, Windows 10, or Windows 11 update/version supported by Microsoft, and Windows Server 2012 (or R2), 2016, or 2019
  • 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.
Does ICAT store accounting data outside of QuickBooks?

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.

Which Timekeeping Software does ICAT work with?

ICAT is unaffected by your choice of timekeeping system, so you can pick the solution that works best for your business.

There are any number of web-based timekeeping systems that meet the requirements for DCAA compliance and integrate with QuickBooks. 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.

How can I see a demo?

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.

How do I renew my ICAT License?

You can Renew your ICAT Annual License through our website.

ICAT is licensed on an annual basis. Beginning year 2, current ICAT users are eligible for discounted renewal rates. To unlock renewal rates, enter your current ICAT license activation key on the purchase page. This will also present upgrade options, if applicable. Your renewal discount is valid for the current licensed ICAT company, for a limited time, and is not transferable.

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. Enter your new key in the ICAT software to update your license information.

Installing ICAT

How do I download and install ICAT?

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.

How do I to start 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.

Does ICAT have to connect to the internet?

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.

Where can I find the ICAT User Guide?

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.

Using ICAT

What should I do when it's time to upgrade QuickBooks?

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.

Backup ICAT

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.
Check for Updates

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.

Troubleshooting ICAT

I am migrating QuickBooks to a new server or computer - What do I need to do with ICAT?

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.

Error Activating ICAT

If you are using Direct Activation, make sure there is no firewall blocking access to the ICAT Systems website during activation. Alternately, choose Activate using your web browser to avoid firewall issues.

ICAT does not connect to QuickBooks

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.

ICAT does not show my data in my reports after upgrading QuickBooks

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.

My contracts are not showing up in reports

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.

Online Training Policies

Self Study Program Expiration

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.

Self Study Program Refund Policy

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.

Program Cancellation Policy

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.  

Complaint Resolution Policy

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.  

Live Training Policies

Live Training Refund Policy

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 call our offices at (304) 592-4159.

Program Cancellation Policy

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.  

Complaint Resolution Policy

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.  

Accounts

How do I update my company contact information?

ICAT Systems uses an email address to identify your unique user account. You may edit the account contact information 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 the new point of contact for your organization is 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 their courses.

How can I change my account email address?

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.

How can I change my password?

Sign In to your user account. Under My Account click User Account to change 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
How to view prior ICAT licenses purchased?

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.
How to move company subscriptions to a new user?

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

Billing & Payments Overview

How can I purchase the ICAT software?

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 (365 days), for one QuickBooks company file, for unlimited users of that single QuickBooks entity and includes ICAT software support and updates.

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 wire transfer. Upon receipt of payment, ICAT Systems will supply a new license activation key to the customer.

Refunds are granted for ICAT software within 60 days from date of purchase, after deactivating the software license.

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

How do I renew my ICAT subscription?

You can Renew your ICAT Annual License through our website.

ICAT is licensed on an annual basis. Beginning year 2, current ICAT users are eligible for discounted renewal rates. To unlock renewal rates, enter your current ICAT license activation key on the purchase page. This will also present upgrade options, if applicable. Your renewal discount is valid for the current licensed ICAT company, for a limited time, and is not transferable.

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. Enter your new key in the ICAT software to update your license information.

How do I upgrade my ICAT subcription edition?

You may upgrade your ICAT license to a higher edition at any time during the license period, or at the time of your annual subscription renewal. The upgrade price is equal to the difference in the year 1 price of the upgrade edition and the year 1 price of the current edition.

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.Upgrade pricing is valid for the current licensed ICAT company, for a limited time, and is not transferable.

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.

Live Training Purchases

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 call our offices at (304) 592-4159.

Online Training Purchases

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.

Do you store credit card data?

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.