Linarc’s QuickBooks Desktop (QBD) integration keeps your accounting records in sync with your project operations, helping you maintain accurate and up-to-date financial information across both platforms. QuickBooks Desktop stores your accounting data in a company file on a local Windows computer. To exchange data with Linarc, the integration uses QuickBooks Web Connector (QBWC), a free Intuit utility installed on that computer. Your accounting database is never exposed directly to the internet.
- Synchronize Core Directories: Align employee, vendor, cost code, and project records between Linarc and QBD.
- Choose Your Source of Truth: Select whether Linarc or QBD is the primary source for each record type.
- Review Before You Sync: Check budgets, invoices, and payroll records in the Linarc Staging Platform before they transfer to QBD.
- Control When Data Syncs: Let QBWC sync on a schedule, or start a sync whenever you need one.
Connecting Linarc with QBD
Four components work together to move data between Linarc and QBD:
- Company admin console: Where you configure the integration, manage mappings, and download your connection details.
- Linarc staging platform: Creates the connection credentials, queues the transactions to send, and holds records in staging for your review.
- QuickBooks Web Connector: Installed on the same computer instance running QuickBooks Desktop; it polls Linarc on a schedule or on demand.
- QuickBooks Desktop: Processes the queued requests and updates your company file.
QBD Setup Pre-requisites
- The Configuration File (.qwc) downloaded from Linarc, contains your unique Linarc Company ID and security keys. Importing this file into QBWC registers Linarc as an authorized service.
- Your company file (.qbw) can be stored anywhere on your network. However, QuickBooks Desktop and Web Connector must both run on the same computer instance with the company file open
- Install QBWC if you have not already. See Install QuickBooks Web Connector.
Records and Source of Truth
You decide which system is the source of truth for each record type. The table shows the recommended source and how each record type syncs.
| Record Type | Recommended Source | How It Syncs | What It Does |
|---|---|---|---|
| Employees | Linarc or QBD | Automatic, through QBWC | Syncs employee records. Employees imported from QBD appear as drafts in Linarc until you invite them. |
| Vendors | Linarc | Automatic, through QBWC | Sends active contractor and vendor details to QBD. |
| Company Cost Codes | Linarc | Automatic, through QBWC | Maps your cost codes to the QBD Chart of Accounts. |
| Projects | Linarc | Automatic or through staging | Sends projects to QBD as jobs. |
| Budget, Recurring cos and Invoices | Linarc | Manual, through staging | Holds financial records for your review in the Linarc Staging Platform before they sync. |
| Payroll Records | Linarc | Manual, through staging | Creates payroll expense and liability entries in QBD. |
Synchronization Options
Linarc supports three ways to transfer data:
- Scheduled sync: QBWC contacts Linarc automatically at a set interval. The default interval is 60 minutes. You can change it in QBWC, for example to every 5 minutes or every 24 hours.
- On-demand sync: Start a sync at any time. Open QBWC, select the 'Linarc' row, and click 'Update Selected'.
- Staging review: Budgets, invoices, and payroll records need your approval in the Linarc Staging Platform first. After you approve them, they transfer at the next scheduled or on-demand sync.
Master Data Sync Indicators
In the company admin console, click 'Integrations' at the top and open the QuickBooks Desktop integration. Two indicators show whether your master data is aligned between QBD and Linarc:
- Customer State: Shows whether the customer lists in QBD and Linarc match. Switch it Off to have Linarc pull any missing customer records from QBD at the next sync. The indicator turns On again automatically when the pull completes.
- Account State: Shows whether the account mappings are aligned. Switch it Off if you need to reassign accounts, then contact your Linarc administrator to start the reassignment.
Follow these articles in order to set up and maintain the integration:
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