Company Dashboard > Company Settings > Integrations
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.
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