Before you start
- The Quickbooks Online Integration is implemented via our Integrations Hub, a platform that allows for intuitive & flexible set-up & management of your integrations with 3rd party systems
- This is a paid additional feature of Assignar. Please reach out to your Assignar representative for pricing
Introduction
This document will describe the supported workflows for Assignar's Quickbooks Online Integration. In this document you will learn about how data is synced, how fields are mapped for each workflow and the available configuration options for each workflow.
Data Syncing
Once set up the Assignar <> Quickbooks Online Integration will sync as described below.
In addition to the automatic time based data syncs, users can manually initiate a sync between these intervals which will result in data being moved across the systems sooner.
- Automatic Syncs - Will Take Place 3 Times Per Day, Monday - Friday at approximately 6:00 AM, 12:00 PM and 6:00 PM Local Time. Local time is determined during the setup process.
- Manual Syncs - By pushing the Sync Now option, the Sync job will enter the queue, this job will start in 1 hour or less.
- Timesheet Syncs - Timesheet workflow runs on a less frequent schedule to support payroll, syncing once per day after 1:00 AM Local Time. This can be synced manually as needed and will follow the rules described above.
Assignar <> Quickbooks Online Integration Workflows:
Quickbooks Employees → Assignar Fieldworkers
***The Integration will pull Employees from Quickbooks when Employees are created under (Payroll > Employees)***
Key Data Fields:
***(Do not update these fields within Assignar, Quickbooks is the source of truth)***
- ***Please note that (Changes) or (Updates) to a (Worker) must be made in Quickbooks on the (Employee)
- ***Please note that if you (Delete) a (Employee) in Quickbooks, the Integration will then detect this (Change) and mark the (Worker) as (Inactive / Archived) within Assignar.
QBO (Employees) |
Assignar (Fieldworkers) |
|---|---|
|
Employee ID |
External ID |
|
Primary Email Address |
Username |
|
Primary Email Address |
|
|
GUID |
Integration_ID |
|
-- |
User Type (Fieldworker) |
|
-- |
Employment Type (Full Time) |
|
Employee Contact - First Name |
First Name |
|
Employee Contact - Last Name |
Last Name |
Quickbooks Customers → Assignar Clients
***The Integration will pull Customers from Quickbooks when Customers are created under (Customer & Leads > Customers)***
Configuration:
- You can choose to filter your (Active) QBO Customers by (Customer Type).
- Should you choose to filter by (Customer Type), then you will need to create the (Customer Type) in QBO and assign the (Customer Type) to your (Customers) in Quickbooks prior to the Integration being connected.
- By checking the (Sync Sub-Customers) feature (Sub-Customers) will be added as (Clients) in Assignar.
- If you would like to link (Timesheets) to the (Sub-Customer) you will need to have this feature turned on.
Key Data Fields:
***(Do not update these fields within Assignar, Quickbooks is the source of truth)***
- ***Please note that (Changes) or (Updates) to a (Client) must be made in Quickbooks on the (Customer)
- ***Please note that if you mark a (Customer) as (Inactive) in Quickbooks, the Integration will detect this and mark the (Client) as (Inactive) in Assignar.
QBO (Customers) |
Assignar (Clients) |
|---|---|
|
ID |
External ID |
|
Status |
IsActive/Active |
|
Customer Display Name |
Client Name |
|
Primary Email Address |
|
|
Primary Phone |
Office Phone |
|
Billing Address |
Address |
|
GUID |
Integration_ID |
Quickbooks Projects → Assignar Projects
***The Integration will pull Projects from Quickbooks when Projects are created under (Projects)***
Configuration
- Should you wish to pull (Projects) from Quickbooks, we will need to enable the (Sync Projects) feature on the Clients workflow in Assignar.
- If you would like to link (Timesheets) to a (Project) you will need to have this feature turned on.
Key Data Fields:
***(Do not update these fields within Assignar, Quickbooks is the source of truth)***
- ***Please note that (Changes) or (Updates) to a (Project) must be made in Quickbooks on the (Project).
- ***Please note that if you (Delete) a (Project) in Quickbooks, the Integration will then detect this (Change) and mark the (Project) as (Inactive / Archived) within Assignar.
QBO (Projects) |
Assignar (Projects) |
|---|---|
|
Customer/Sub-Customer |
Client |
|
Project Name |
Project Name |
|
GUID |
Integration_ID |
Assignar Timesheets → Quickbooks Time Activities
***The Integration will push Timesheets from Assignar into Quickbooks as a Time Activity ***
***To View Time Activities in Quickbooks, please navigate to (Reports > Reports > Scroll to Employees > then select Time Activities by Employee Detail)***
Configuration
- Once configured, Timesheets can be synced on a (Manual or Automatic) on a (Daily) basis.
Quickbooks Timesheet Key Data Fields
Assignar (Timesheets) |
QBO (Time Activities) |
|---|---|
|
Date |
Date |
|
Employee |
Name |
|
Rate (Taken from QBO Employee Record) |
Cost Rate Per Hour |
|
Client |
Customer/Project |
|
Time Worked |
Time |
|
“Synced from Assignar on [Date Time]. Details: [Client] – [Project] - [Order] - [Activity]" |
Description |