Tips and FAQ

ICAT Installation & Configuration

How to Download and Install ICAT

Please see the Getting Started Guide for more detailed ICAT setup and configuration instructions.

  1. Download the latest version of ICAT from the ICAT Systems website.
  2. Double click on ICAT_SETUP.MSI to install ICAT.
  3. The ICAT Installer will check your computer for required components and guide you through installation.
  4. First, open your company file in QuickBooks, then launch ICAT. The first time you run ICAT, you will need to log on to QuickBooks as an administrator in order to grant access to your company file. Once permission is granted, you will not need to be logged in to QuickBooks as an administrator to use ICAT.
  5. Enter your activation key. To run ICAT you will need to purchase an annual license, or request a trial. Activation keys are sent to the email address provided for your account.
  6. For tips on selecting your rate structure, managing your chart of accounts, and more, view the ICAT User Guide. Please Note: If you're starting fresh, with no chart of accounts or accounting data, the new Company Setup Wizard can help you set up your chart of accounts. This is not recommended for existing QuickBooks company files.
How to start ICAT
  1. First, open QuickBooks. 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 our website under the Support Page.

About ICAT

Does ICAT store accounting data outside of QuickBooks?

ICAT does not store accounting data outside of QuickBooks, but it does save ICAT-related data in an XML file in the same directory as the QuickBooks file on your computer or network.

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.

Technical Requirements
  • Compatible with all Intuit supported versions of QuickBooks Desktop (Please note, ICAT is currently not compatible with QuickBooks Online. For a cloud-based solution, we encourage a hosted QuickBooks application. For more information, please contact us.)
  • Works with:
    • QUICKBOOKS PRO EDITION
    • QUICKBOOKS PREMIER EDITION
    • QUICKBOOKS PREMIER: ACCOUNTANT EDITION
    • QUICKBOOKS ENTERPRISE SOLUTIONS
    • QUICKBOOKS CONTRACTOR EDITION
  • Multi-User Capable
  • Internet connection required for product registration.
  • Microsoft .Net Framework version 4.0
  • Operates in PC computer systems using Windows 7, Windows 8, Windows 10, and Windows Server 2008 Release 2 and above
How can I see a demo?

You can watch ICAT Feature Tutorial Videos anytime on our website.

For the next live Webinar Demo, please check our schedule.

We’ll be happy to schedule a live demo with you. 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.

Backup ICAT

Users should regularly backup their 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

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 this reference guide.

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.

Online Training

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 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

Live Training Refund Policy

We will refund payment for our seminars for requests sent prior to the date of the seminar. For more information regarding refund, concerns, and program cancellation policies, please contact our offices by email or (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 & Subscriptions

How to update my company contact information
  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.
How to change my email address

If you need to change your 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. Current User Name, if different
  6. Your New User Email

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

How to change my password

If you forgot your password:

  1. Try to Sign In on the login screen
  2. Select Forgot Password
  3. Enter your email address
  4. Click the button 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 here.

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

ICAT Systems Billing and Payment Overview

ICAT Software

ICAT software is available on an annual subscription basis. 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 product 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.

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 company.

Refunds are granted for ICAT software for 60 days from date of purchase.

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

ICAT Renewals

Beginning the second year, ICAT renewal rates apply for current ICAT users. To receive the annual subscription renewal rate, enter your current ICAT license activation key on the checkout page. Renewal discount is valid for the company currently using ICAT, and is not transferable.

ICAT Upgrades

You may upgrade your ICAT license to the next edition at any time for a discounted rate. To receive the upgrade rate, enter your current ICAT license activation key on the checkout page. Available upgrade options will be displayed on the checkout page. A new 365 day annual subscription period will begin upon activation of the new license.

Do you store credit card data?

No, for your security ICAT Systems does NOT store your credit card information. You will need to enter your credit card information each time you make a purchase or renew your annual license.

Live Training

You will receive an email confirmation as a receipt for your order. 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.

We will refund payment for our seminars for requests sent prior to the date of the seminar. For more information regarding refund, concerns and program cancellation policies, please contact our offices by email or (304) 592-4159.

Online Training

You will receive an email confirmation as a receipt for your order. Your Video Training will be available immediately upon purchase, and is available for the duration specified in the course materials. To view the video, Sign In and go to My Account. The video link will be available on the My Account screen.

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 by 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 call our offices at (304) 592-4159.