SyncLinx is an application we offer to assist with bridging the gap between QuickBooks Online and ExakTime Connect. With SyncLinx, you can import your QuickBooks Online employees/vendors, customers/jobs, service items, and non-inventory parts into ExakTime as your employees, locations, cost codes, and expenses. This helps you get started with using ExakTime quicker and limits any double-entry you need to do.
AccountLinx is the other half of SyncLinx and allows you to export your ExakTime time data into QuickBooks Online. If you would like steps on setting up AccountLinx and exporting your time data into QuickBooks, refer to our article that covers connecting the applications and the exporter settings.
As each company can set up its company file in unique ways, we have provided generic steps below to try to cover the basics and may not be able to address all scenarios. It is advised to read through all the steps for each section before proceeding to provide context.
Table of Contents
- Requirements
- Connecting SyncLinx to QuickBooks Online
- Understanding What We Import
- QuickBooks Import Settings
- Importing Entities from QuickBooks
Requirements
Installing SyncLinx/AccountLinx
If you do not have AccountLinx/SyncLinx, you can refer to the following dedicated article to help you get everything installed.
Compatible Version of QuickBooks Online
SyncLinx and AccountLinx are currently compatible with the following versions of QuickBooks Online:
- Essentials
- Advanced
- Plus
SyncLinx and AccountLinx are not currently compatible with:
- Simple Start
Connecting SyncLinx to QuickBooks Online
When first connecting 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 who 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.
If you encounter any errors while trying to connect SyncLinx with QuickBooks Online, please refer to our dedicated troubleshooting article.
Understanding What We Import
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
Importing Employees
SyncLinx populates with QuickBooks Employees & Vendors to import into ExakTime as Employees.
Importing Locations
SyncLinx populates with QuickBooks Customers and Jobs to import into ExakTime as Locations.
The Customer's name in QuickBooks will be used as the name of the location in ExakTime when it is imported. In the event you have a customer with multiple jobs in QuickBooks, each job will import as an individual Location. The customers and jobs will be named like so:
- Customer Name
- Customer Name: Job 1
- Customer Name: Job 2
- Customer Name: Job 3
When importing a customer or a job from QuickBooks, the 'Shipping' address of the customer will be typically used for the ExakTime Location profile and to help derive the Geofence. If the address of the ExakTime Location should be based on the 'Billing' address of the customer, you must specify it from the QuickBooks import settings.
Importing Cost Codes
Cost Code (also known as activities or tasks) can be imported via SyncLinx by using the Service Items from QuickBooks. The Item Name/Number field determines the Cost Codes's name upon import.
QuickBooks Import Settings
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 when finished.
- 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.
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Reset - Reset the connection between SyncLinx and QuickBooks Online. You will need to reenter your username and password to reestablish the connection.
Importing Entities from QuickBooks
The import process for SyncLinx is standardized for all accounting/payroll applications we integrate with. If you are unfamiliar with using SyncLinx, please refer to the following article.