QuickBooks Online Integration- Overview

Connect your QuickBooks Online account with Linarc to seamlessly align your operations with your accounting department. You can manage project financials—like budgets, invoices, and recurring expenses—directly within Linarc while automatically mirroring those ledgers in QBO for your finance team. This real-time integration eliminates the need for manual data entry, allowing you to:

• Synchronize Core Directories: Keep employee records, vendor networks, and cost codes aligned across both systems.
• Establish Budgets: Push approved project estimates and budgets directly into QBO to set an accurate financial baseline.
• Automate Recurring Expenses: Streamline predictable, repeating project costs with automated sync.
• Accelerate Billing: Instantly send progress billing and customer invoices to your finance team to update accounts receivable.
• Precision Job-Costing: Transfer field labor hours and costs directly to accounting for accurate wage distribution and cost allocation.

QuickBooks Online Setup Prerequisites

Before connecting Linarc with QuickBooks Online, Company Administrators must configure a few key settings within QBO to ensure the two systems communicate seamlessly.

• QuickBooks Admin Access: Ensure you have full administrator login credentials for your company's QuickBooks Online account.
• Prepare the Chart of Accounts: Verify that your QBO Chart of Accounts is ready to receive financial data from Linarc's budgets, bills, and invoices. Specifically, ensure you have an active Income Account for general transactions, alongside dedicated Payroll Income and Payroll Liability accounts to support labor data synchronization.
• Enable Classes to Sync Cost Codes: Turn on the "Track classes" feature within your QBO 'Advanced Settings.' This allows Linarc to accurately map and sync your cost code library directly to QBO.
• Configure Customers: Verify that your client records are up to date in QBO. Each project you manage in Linarc will be linked to its respective client as a sub-customer in QuickBooks.

Records Mapping

The integration supports synchronizing the following record types between the Linarc and QBO platforms.  

• Employees
• Vendors
• Cost Codes 
• Projects
• Contractor Budgets
• Recurring expenses 
• Invoices
• Payrolls

For each of the record type you can set its primary source, or choose to skip synchronization entirely. At any point you change the source. For example, if you choose Linarc as the source, any changes made there will automatically push to QuickBooks. You can also turn on auto-synchronization granularly. Please note that for certain record types, you can only set Linarc as the source and cannot set auto-update. However you can manually push the records and updates manually through the staging platform.

Note: 
When syncing employees from the QuickBooks Employee List to the Linarc Employee Directory, all imported records will appear in the Employees > Drafts section. 
You can review, select the required employees, and send them invitations to join Linarc.

See the following links to learn more:

• QuickBooks Online - Integration
• Account Configuration and Object Mapping for QBO