Sync Linarc Projects

Modified on Fri, 17 Apr at 2:48 AM

The Projects tab in Linarc's Staging Platform allows you to synchronize your active projects directly with QuickBooks Online (QBO). This integration maps your projects to specific Customers within QuickBooks, ensuring that all subsequent financial data, such as budgets, is accurately attributed to the correct client without requiring duplicate manual data entry.

Prerequisite and Note:
Administrative setup: Synchronization rules between the source and destination must be configured in the administration settings. If you need assistance, please contact your Company Administrator.
QBO Customer: Verify that your customer records are up to date in QBO.
Customer Mapping: A Project in Linarc can be linked to only one customer in QuickBooks Online (QBO). This mapping is permanent and can be done only once per project — once assigned, it cannot be changed.

To sync project details

Ensure that you are in the QBO Staging Platform. If not,

Click the App Launcher buttonin the top-right corner and select "Portfolio" from the dropdown.

Click 'Integration' on top and 'ERP Integration' on the left.
Click the 'Projects' tab

The screen displays the list of projects automatically fetched from the source system to the staging platform. This list mirrors updates from the source system 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:

QBO Customer - The designated client profile in QuickBooks.
Project Name - The descriptive name of the project as entered in Linarc.
Project Status - The current operational state of the project
Start Date / End Date - The scheduled timeline for the project.
Status - Shows the current state of synchronization from Linarc to QBO. The possible values are:
- Synced - Indicates that the project has been successfully generated under a Customer in QBO.
- Failed - Indicates that the synchronization attempt was unsuccessful due to an error.
- Needs Action - Indicates that user intervention is required (such as selecting a QBO Customer) before synchronization can proceed.
Actions - Click the following icons to perform the respective actions.
- Change History– View a log of changes and synchronization activity for the selected record.
- Manual Mapping– Manually map or update the relationship between source and destination records when automatic mapping requires correction.
- Json Script - View the raw JSON data payload for the selected record. This is primarily used for advanced troubleshooting to verify the exact data being transferred between systems.

Map a Project with QBO Customer

Locate the project you wish to sync in the list view.
Click inside QBO customer column and choose the appropriate QuickBooks customer profile from the dropdown menu to link the project to the correct client.
Repeat the process to to add customer to other projects

Note:
A Project in Linarc can be linked to only one customer in QuickBooks Online (QBO). This mapping is permanent and can be done only once per project — once assigned, it cannot be changed.

Sync New Project from Linarc

Use this option to import only newly created project from Linarc that are not yet present in the Staging Platform. This is the ideal choice when you have added new projects at your source and need to quickly push them to your destination.

Select 'Import New Items from Linarc' from the 'Import' drop-down at the top
Review the list of staged projects and map the QBO customer as mentioned above
Select the records by clicking their serial numbers. (Tip: Hold down the Ctrl, Shift, or Cmd key on your keyboard to select multiple items at once). Alternatively, click 'Select All' to select all entries at once
Click the 'Sync to QBO' button

Failed records

Hover your mouse on the 'Failed' sync status indicator to view the reason for failure.
Click the Failed status button to retry the synchronization for a single entry separately.

Sync All Project from Linarc at Once

Use this option to pull your entire project list from Linarc into the Staging Platform. This is the ideal choice for your initial bulk synchronization or when you need to push widespread updates that affect multiple existing project at once.

Select 'Import All from Linarc from the 'Import' drop-down.
Review the list of staged projects and map the QBO customer as mentioned above
Select the records by clikcing their serial numbers. (Tip: To select multiple entries at once, hold down the Ctrl, Shift, or Cmd key on your keyboard). Alternatively, click 'Select All' to select all entries at once.
Click the 'Sync to QBO' button

Failed Records:

Hover your mouse over any Failed status indicator to view the specific reason for the failure.
Click the Failed status button to retry the synchronization for a single entry separately.

Sync Selected Project from Source

Use this option to pull specific project from your source system into the Staging Platform. This is the ideal choice when you need to update or sync only a handful of projects without importing your entire project list.

Select 'Import Selected' from the Import drop-down.
Select the specific project records you wish to fetch from your source system into the staging area.
Review the list of staged records to check whether their status shows 'Needs Sync' or 'Failed' before proceeding.
Select the specific records you want to push by clicking their serial numbers. (Tip: Hold down the Ctrl, Shift, or Cmd key on your keyboard to select multiple specific items at once).
Click the 'Sync to QBO button