Sync Linarc Projects

Modified on Tue, 21 Apr at 5:27 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 'Integrations' on top and 'ERP Integration' on the left.
Click the 'Projects' tab

This screen displays a list of projects automatically fetched from the source system to the staging platform. This list actively mirrors updates based on your company's mapping configuration (for example, pulling new entries if 'Auto-Create' is enabled, or pulling recent edits if 'Auto-Update' is active).

Column Descriptions:

QBO Customer - The client profile in QuickBooks. This is populated for projects already synced with QBO. For new projects, you must select a QBO customer here before the sync can occur.
Project Name - The label of the project as registered 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 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 project details were 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:

Map a Project with QBO Customer
Sync a New Project from Linarc
Sync All Projects from Linarc at Once
Sync Selected Project from Source

Map a Project with QBO Customer

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

Reminder: 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 a New Project from Linarc

Use this option to import only newly created projects from Linarc that are not yet present in the staging platform. This is the ideal choice when you have added new projects in Linarc and need to quickly push them to QBO.

Select 'Import New Items from Linarc' from the 'Import' drop-down at the top, to fetch the new projects from Linarc to the staging platform
Review the list of staged projects and map the QBO customer as explained 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

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 Projects 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, to fetch the projects from Linarc to the staging platform.
Review the list of staged projects and map the QBO customer as mentioned above
Select the records by clicking 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

Handle Failed Records:

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

Sync Selected Projects from Source

Use this option to pull specific projects from Linarc 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 the specific project records you wish to fetch from your source system into the staging area. (Tip: Hold down the Ctrl, Shift, or Cmd key on your keyboard to select multiple specific items at once).
Select 'Import Selected' from the 'Import' drop-down.
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

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.

Handle Failed Records:

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

View the Change History

Click the icon in the 'Actions' column to view the log of changes in the project details

The pop-up shows the chronological list of changes made to various fields of the project details.