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 Sync SiteMax data to QuickBooks, users will need Manage permissions for Settings
Aside from Syncing your Employees, Vendors, and Projects to your QuickBooks account, you can also sync your Time Entries and Purchase Orders. This article will take you step-by-step through the processes.
Syncing Employees
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.
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.
Pushing Time Entries to QuickBooks Online
Pushing Time Entries to QuickBooks Online
You can transfer your Time Entries from both your Company's Time Center module, as well as your Project's Timecards.
Important Note: All Time Entries must be Approved before they can be pushed to QBO
From Time Center
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.
If entry is not yet approved, select "Approve." under the Actions menu
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
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 selecting "Approve." from the Actions dropdown
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".
Syncing Vendors
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.
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
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.
Syncing Projects
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.
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.
