Sync Company Cost Codes

Your company cost codes in Linarc map directly to 'Classes' in QuickBooks Online (QBO), ensuring your accounting team can seamlessly categorize and track financial records by specific trades (e.g., 03 00 00 Concrete or 09 20 00 Drywall) across all active projects.

• Because cost codes are defined and maintained in your company's cost code library within Linarc, Linarc acts as the Source of Truth. Therefore, synchronization flows in one direction only: from Linarc to QBO.
• If 'Auto-Create' and 'Auto-Update' are disabled in your company's integration settings, you must manually import new or updated cost codes into the Staging Platform before executing the sync

To sync cost code records

Ensure that you are in the QBO staging platform screen. If not,

• Click the App Launcher buttonin the top-right corner and select "Portfolio" from the dropdown.
• Click 'Integration' on top and select 'ERP Integration' on the left.
• Click the 'Cost Codes' tab

Please note that the 'Cost Codes' tab will be avialbale only if synchronization is enabled for the same at the company-level QBO configuration

The screen displays the list of cost codes automatically fetched from your company's Cost Code library in Linarc to the staging platform. This list mirrors updates based on your company's mapping configuration (e.g., pulling new entries if 'Auto-Create' is enabled, or pulling edits if 'Auto-Update' is enabled).

Column Descriptions:

• Cost Code: The unique identifier or CSI code.
• Task Name: A short, descriptive label for the cost item.
• Task Type: The category of the work (e.g., ADMIN, OFFICE, FIELD, T&M, or Recurring Cost).
• Task Code Status: Indicates whether the cost code is currently active or inactive.
• Status - Shows the current state of synchronization from source to destination. The possible values are
  • Synced – The record has been successfully synchronized.
  • Failed – The synchronization attempt was unsuccessful due to an error.
  • Needs Action – Requires user intervention resolve issues (like fixing missing mappings or incomplete data) before synchronization can proceed
• Synced - Displays the date and time when the entry was last successfully synchronized. If synchronization has not occurred, it displays Not Synced. 
• Actions-  Contains options for viewing log of changes and manual mapping:
  • Change History– View a detailed log of changes and the synchronization activity history for the specific record.
  • Manual Mapping– Manually map or update the relationship between the source and destination records if automatic mapping fails due to a data mismatch.
  • Json Script- View the raw JSON data payload for the selected cost code record. This is primarily used for advanced troubleshooting to verify the exact data transferring between the two systems.  

Use the links below to jump to the specific instructions you need:

• Sync New Cost Codes from Linarc to QBO
• Sync All Cost Codes from Linarc
• Sync Selected Cost Codes from Linarc
• View the Change History

Sync New Cost Codes from Linarc to QBO

Use this option to import only newly created cost code records from Linarc that are not yet present in the Staging Platform. This is the ideal choice when you have added new cost codes and items, especially new codes for Time & Material (T&M) work, recurring costs, or other regular tasks, and need to quickly push them to QBO. 

• Select Import New Items from Linarc from the Import drop-down menu at the top of the screen.
• Review the list of staged records to check whether their status shows Needs Sync or Failed before proceeding.
• Select the records with a Needs Sync status by clicking their serial numbers. (Tip: Hold down the Ctrl, Shift, or Cmd key on your keyboard to select multiple items at once, or simply click Select All to highlight all entries).
• Click the 'Sync to QBO' button to push the approved records.

Handle Failed Records:

• Hover your mouse over any Failed status indicator to view the specific reason for the failure.

Resolve and Retry: If the synchronization fails, you will need to reconcile the entry directly in Linarc. Once the data is corrected at the source, click the 'Failed' status button in the staging platform to retry the sync.

Sync All Cost Codes from Linarc

Use this option to pull your entire company cost code library from Linarc into the Staging Platform. This is the ideal choice for your initial bulk synchronization or when you have made widespread updates to your existing cost codes and need to ensure your entire library is fully up to date in QBO.

• Select 'Import All Items from Linarc' from the 'Import' drop-down menu at the top of the screen.
• Review the list of staged records to check whether their status shows 'Needs Sync' or 'Failed' before proceeding.
• Select the records with a 'Needs Sync' status by clicking their serial numbers. (Tip: Hold down the Ctrl, Shift, or Cmd key on your keyboard to select multiple items at once, or simply click 'Select All' to highlight all entries).
• Click the 'Sync to QBO' button to push the approved records.

Handle Failed Records:

• Hover your mouse over any Failed status indicator to view the specific reason for the failure.

Resolve and Retry: If the synchronization fails, you will need to reconcile the entry directly in Linarc. Once the data is corrected at the source, click the 'Failed' status button in the staging platform to retry the sync.

Sync Selected Cost Codes from Linarc

Use this option to pull specific, individual cost code records from Linarc into the Staging Platform. This is the ideal choice when you need to update or sync only a handful of specific cost codes without importing your entire company library.

Select Import Selected Items from Linarc from the Import drop-down menu at the top of the screen.

Select the specific cost codes you wish to fetch from your Linarc library into the staging area.

Review the list of staged records to check whether their status shows Needs Sync or Failed before proceeding.

Select the records you want to push with a Needs Sync status by clicking their serial numbers. (Tip: Hold down the Ctrl, Shift, or Cmd key on your keyboard to select multiple items at once, or simply click Select All to highlight all entries).

Click the 'Sync to QBO' button to push the approved records.

Handle Failed Records:

Hover your mouse over any Failed status indicator to view the specific reason for the failure.

Resolve and Retry: If the synchronization fails, you will need to reconcile the entry directly in Linarc. Once the data is corrected at the source, click the 'Failed' status button in the staging platform to retry the sync.

View the Change History

• Click theicon in the Actions column to view the log of changes in the record

The pop-up shows the chronological list of changes made to various fields of the record