Permissions
Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.
In order to Integrate QuickBooks, users will need Manage permissions for Settings
SiteMax can sync with one QuickBooks company and be set up to match and sync data between our time tracking or PO system and QuickBooks Online.
Setting Up Your QuickBooks Integration
Navigate to your Company Settings on the web system, click on Integrations, and select QuickBooks.
Accepting the Terms and Conditions and clicking Connect will lead to the Intuit Login Page.
You need to use a user credential from an Admin user of Quickbooks.
Using the QuickBooks integration will allow the syncing of employees, customers/jobs, and vendors.
Syncing Timecards with QuickBooks
1. Sync Users between QuickBooks and SiteMax
Once you Sign In, follow the prompts on the Intuit side of the integration. Be sure to Sync Employees and Sync Vendors, in order to push data from Time entries or Purchase Orders.
Come back to this page at any time to Re-grant Access if the connection has been lost.
You will be warned from the time or PO screen when trying to push data if that is the case.
2. Sync Employees
Click into Sync Employees to review active syncs from SiteMax<>QB.
Review all Successful Syncs
Look through any Not Synched users.
Check for any application errors that occur during syncing.
*Note that SMX usernames need to match QB usernames exactly. The mapping of employees between Quickbooks and SiteMax is done by first and last name.
3. Sync Actions Menu
Once in the Sync Users window, use the Actions menu to:
Add User Exceptions - Sitemax will not push time entries to QBO for employees listed under “User Exceptions”.
Sync - Will sync employees between QB and SMX users for anything new since the last time you synced.
Force Sync - Force a full Users Sync. All mapping between QB employees and SiteMax is reset and redone regardless of the last time you synced.
Purchase Orders / POs
1. CREATE - Create Vendors from Quickbooks
Customers who have their vendor list in Quickbooks will want to sync Vendors from Quickbooks to SiteMax to create them in SiteMax.
2. SYNC - Sync Vendors from QB to SMX
Once in the Sync Vendors window, use the Actions menu to:
Sync: Sync the Vendor from QB to SMX from the last time you synced.
Force Sync: Forcing a Vendor Sync will redo the entire mapping between Quickbooks vendors and SiteMax companies.
If a vendor with the same name (exact) already exists in SiteMax then Quickbooks vendor will be mapped to the existing data. If it doesn't exist or has any difference then a new vendor will be created.
We strongly recommend not creating Vendors in SiteMax manually and only using the integration to QBO.
Only users mapped between Quickbooks and SiteMax can have time pushed from SiteMax to Quickbooks.
Only vendors mapped between Quickbooks and SiteMax can have PO pushed from SiteMax to Quickbooks.
Sync Employees
Sync Employees
Purpose of Syncing Employees
The primary purpose of syncing employees from SiteMax to QuickBooks Online is to maintain consistency in tracking time entries. This synchronization facilitates the smooth transfer of information between the two platforms, eliminating errors and providing an efficient way to manage and monitor employee work hours. Ultimately, this process contributes to accurate payroll allocation in QuickBooks Online.
How to Sync Employees?
Within the "Integrations" tab, select the "QuickBooks" tab.
In the Employees section, find and click the "Sync Employees" button.
A "Sync" page will appear, displaying a table with "SiteMax" and "QB" columns.
To sync, use the "Actions" menu, if it is the initial time you sync employees, you have to click on "Force Sync". If new users are added click "Sync."
If names are available in both SiteMax and QuickBooks, they will match. If a name is not present or an exact match in either SiteMax or QuickBooks, it will display as "Not Synched." Edit the name of the user in SiteMax and click "Sync" to remap.
Note: SiteMax does not create users in Quickbooks.
How to Transfer Time Entries to QuickBooks Online
From Time Center:
Navigate to Time Center from your company dashboard.
Select the checkbox next to the user's name for the time entry you want to push to QuickBooks.
Time entries must be approved. Click "Actions" and choose "Approve."QB
Once approved, select the user's time entry again and click "Actions," then choose "Push to QB."
Once time entries have been pushed to QB the status will change from "Approved" to "Processed".
From Timecards:
Select a project from your company dashboard and go to Timecards.
Choose the user's time entry you want to push to QuickBooks by selecting the checkbox next to their name.
Follow the approval process by clicking "Actions" and selecting "Approve."
After approval, select the user's time entry again and click "Actions," then choose "Push to QB."
Once time entries have been pushed to QB the status will change from "Approved" to "Processed".
Sync Vendors
Sync Vendors
Purpose of Syncing Vendors
The main goal of syncing vendors from SiteMax to QuickBooks Online is to make the Purchase Order process simpler. When your company engages in transactions with vendors, whether purchasing materials or services, accurate recording of associated expenses is important. Syncing vendors ensures that the financial records in QuickBooks Online accurately capture vendor-related information. This, in turn, facilitates precise expense tracking and ensures the accurate payment of vendors.
How to Sync Vendors?
Access Your Company Dashboard: Begin by logging into your SiteMax account and navigating to the Settings module.
Navigate to Integrations: From the Settings menu, click on the "Integrations" tab.
Select QuickBooks: Within the Integrations tab, locate and click on the "QuickBooks" tab.
Initiate Vendor Sync: Look for the "Sync Vendors" button within the Employees tab section. Clicking on this button will take you to a Sync page displaying a table with "SiteMax" and "QB" columns.
In the Sync page, check for matching names between SiteMax and QuickBooks. Click on "Sync" in the "Actions" menu to synchronize matching names.
If a name exists in SiteMax but not in QuickBooks, it will display as "Not Synched," and if the name is in QuickBooks but not in SiteMax, it will create a vendor.
Syncing Purchase Orders in QuickBooks Online
Once vendors are synced, the next step is to transfer or sync purchase orders from SiteMax to QuickBooks Online.
Access Project Dashboard: From your company dashboard, select the project you're working on and navigate to the Purchase Orders module.
Select Purchase Orders: Choose the specific purchase orders you want to sync with QuickBooks Online by selecting the checkbox beside the PO#.
Configure Accounts: In the Purchase Order table, find the "QB" column. Click on it to ensure the appropriate accounts (A/P and account) are selected.
Initiate Sync: After selecting the desired POs and configuring the accounts, look for the "Push to QB" button. Clicking this button will transfer the selected POs to QuickBooks Online.
Confirmation: Once the POs have been successfully pushed to QuickBooks, the QB column for those POs should turn green, serving as confirmation that the data has been transferred.
Sync Projects
Sync Projects
Purpose of Syncing Projects
We sync projects between SiteMax and QuickBooks Online (QBO) to properly record time entries. When you send time from SiteMax to QBO and want to assign it to a specific project, it's important to sync the project first. This ensures that the time is accurately allocated to the intended project.
How to Sync Projects?
From your company dashboard, navigate to "Settings."
In Settings, click on the "Integrations" tab.
Within the "Integrations" tab, select the "QuickBooks" tab.
In the Employees section, find and click the "Sync Projects" button.
A "Sync" page will appear, displaying a table with "SiteMax" and "QB" columns.
To sync, use the "Actions" menu and click "Sync." If names are available in both SiteMax and QuickBooks, they will match.
IMPORTANT
To make sure your project in SiteMax and QuickBooks Online (QBO) sync up correctly, follow these simple instructions. First, find the precise project name in QBO.
Next, copy and paste this exact name into the "Other Settings - External ID" field located in the "Project Settings - Info" tab of the corresponding project in SiteMax that you want to sync with QBO.
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