SyncLinx and AccountLinx are a set of companion applications for ExakTime that allow you to connect directly to your QuickBooks Online account to easily copy your QuickBooks Online data (employees/vendors, customers/jobs, and service items) into ExakTime and export your employees time data from ExakTime into QuickBooks Online.
Table of Contents
- Connecting SyncLinx to QuickBooks Online
- Connecting AccountLinx to QuickBooks Online
- Exporting Time Data with AccountLinx
- Possible Errors and Troubleshooting
Installing SyncLinx/AccountLinx
If you do not have AccountLinx/SyncLinx, you can refer to the following dedicated article to help you get everything installed.
Connecting SyncLinx to QuickBooks Online
When first connecting AccountLinx/SyncLinx with your QuickBooks Online company file you will be prompted to enter your QuickBooks Online username and password.
- Go to Tools and click Data Source.
- Select QuickBooks Online and click OK.
- You should see a window to enter your QuickBooks Online credentials. Enter your credentials and click Sign In.
- It is highly advised to log in with a user that is an "Admin" or "Master Admin" as they will have the necessary permission to allow AccountLinx/SyncLinx to communicate with your company file.
- Select a company file from the drop-down menu of associated company files and click Next.
Using SyncLinx
Now that SyncLinx has been connected to your QuickBooks Online company file, you should be ready to import some of your QuickBooks Online data into ExakTime Connect. When importing your data, please be mindful of what your QuickBooks Online data will relate to.
- QuickBooks Employees/Vendors = ExakTime Employees
- QuickBooks Customer/Jobs = ExakTime Locations
- QuickBooks Service Items = ExakTime Cost Codes
For information about the basic use of SyncLinx, refer to the following dedicated article.
SyncLinx Import Options
When importing your data, there are two options available that can depend on how your QuickBooks Online account is set up.
- Go to Tools and click QuickBooks Online Settings....
- Enable/select your options and click Save.
- Include vendors in employee list - Enable if you have set up your vendors to be used like employees in QuickBooks Online.
- Address Type - Specify which address should be imported for customer/job as a customer can have a location based on the billing or shipping address.
Connecting AccountLinx to QuickBooks Online
- Go to Tools and click Exporter Settings.
- Click Select Exporter.
- Select QuickBooks Online and click OK.
- You should see a window to enter your QuickBooks Online credentials. Enter your credentials and click Sign In.
- It is highly advised to log in with a user that is an "Admin" or "Master Admin" as they will have the necessary permission to allow AccountLinx/SyncLinx to communicate with your company file.
- Select a company file from the drop-down menu of associated company files and click Next.
Mapping Entities
Mapping is a required process that allows you to specify what an entity in ExakTime relates to in QuickBooks Online to help create your QuickBooks Online reporting and paychecks.
For information about mapping your data in AccountLinx, refer to the following dedicated article.
Mapping Considerations
Employee Mapping
When mapping employees, you are only able to map a single ExakTime employee to a single equivalent QuickBooks employee/vendor.
Location Mapping
When mapping locations, it is possible for multiple ExakTime locations to be mapped to a singular QuickBooks customers/jobs. This allows you to track detailed locations in ExakTime, but have it all funnel to singular customers if the detail is not needed in QuickBooks.
For example, you may have a shopping complex entered as a QuickBooks customer, but do not have jobs for the customer. You can create multiple locations in ExakTime to track time intimately there, but have it all funnel into the shopping complex customer in QuickBooks. Please be aware that you cannot do the reverse of this with a single ExakTime location going into multiple QuickBooks customers.
Cost Code Mapping
Similar to locations, it is possible for multiple ExakTime cost codes to be mapped to a singular QuickBooks service item. This allows you to track detailed cost codes in ExakTime, but have it all funnel to singular service items if the detail is not needed in QuickBooks.
For example, you may have a simple "Labor" service item entered in QuickBooks. You can create multiple cost codes in ExakTime to track time intimately there, but have it all funnel into the "Labor" service item QuickBooks. Please be aware that you cannot do the reverse of this with a single ExakTime cost code going into multiple QuickBooks service items.
Additional AccountLinx Configuration
AccountLinx offers a few additional settings and options to further tune AccountLinx to suit your business needs.
These settings can be found by navigating to Tools and clicking Exporter Settings. Click Configuration in the menu that opens.
Options
- Company Name - The QuickBooks Online company file that is currently connected.
- Reset QuickBooks Online Connection - This allows you to reset your QuickBooks Online connection if you encounter any issues or need to connect to a different company file.
- Include vendors in employee list - If enabled, allows you to map your employees to your QuickBooks vendors.
- Map Class to - Map the class field to employees, location, or cost codes. This will add an additional column to the respective mapping option.
- Export as Billable Hours - If enabled, allows you to map the "billable hours" option to locations or cost codes and what hours should be considered for billable hours. This will add an additional column to the respective mapping option.
Export Options
- Map as billable - If enabled, will automatically map hours as billable hours.
- Map class as - If enabled, will automatically set the class to the specified class.
- Include QuickBooks Customer in Location match - If enabled, this will allow you to map a location to the customer as well as the jobs for a customer.
- Comments/Notes Export - If enabled, this will allow you to export the comments for an employee, location, cost code, or time record with the time data.
- Location Mapping Required - If enabled, will require a location to be mapped before the time data can be exported.
- Cost Code Mapping Required - If enabled, will require a cost code to be mapped before the time data can be exported.
- Export Location as Service Item and Cost Code as Job/Customer - If enabled, will swap the mappings so your location data will export for the service item and the cost code data will export for a customer/job. This should only be used for extremely unique QuickBooks Online setups.
Exporting Time Data with AccountLinx
Now that AccountLinx has been connected to your QuickBooks Online company file and you have mapped your data, you should be ready export your ExakTime time data into QuickBooks Online.
For information about the basic use of AccountLinx, refer to the following dedicated article.
Possible Errors and Troubleshooting
When giving us permission to connect to your company file, you may encounter any of the following connection messages/errors.
Uh Oh, There's a Connection Problem/Oops Can't Connect
If you encounter this message, it generally means:
- The QuickBooks Online user does not have permission to let us connect to the company file.
- Try to login with an "Admin" or "Master Admin" user as they should have sufficient permission to let AccountLinx/SyncLinx connect to your company file.
- The company file is not active or is expired.
- Double-check that the company file that you are trying to connect AccountLinx/SyncLinx with is active.
Set Up Payroll
- This generally means that the company file is missing a necessary module or a module has not been activated (such as Accounting/Time Tracking).
Apps Already Connected To...
- This generally means that AccountLinx/SyncLinx has already been connected to the company file and may require resetting the connection.
- Reset the connection with the QuickBooks Online configuration menu in AccountLinx/SyncLinx. The steps can be found below.
Resetting AccountLinx Connection
- Go to
- Go to
- Go to ...
- Click
Resetting SyncLinx Connection
- Go to
- Go to ...
- Click
