When setting up an integration between Karbon, QuickBooks Time and QuickBooks (QBD/QBO), it is important to understand what data resides where and how the data moves from one system to the next.
Data Sources of Truth
Each application is the source of truth for a particular set of data. As such, the sources of truth are:
- Karbon: Work
- QuickBooks Time: Time
- QuickBooks: Financials
To ensure the three systems work together, all three systems must have the same exact customer list (e.g. contact name) between the three of them initially (if you don't want duplicates created). We recommend that you integrate QuickBooks Time to QuickBooks first, and then Karbon to QuickBooks Time second. Once integrated, Karbon can create contacts & work in QuickBooks Time, and QuickBooks Time can create contacts & work in QuickBooks (as customer:jobs in the Customer list).
How does data flow?
For Karbon, both time and customer data move directly to QuickBooks Time. If one or either doesn't exist, Karbon will create the entry within QuickBooks Time (for both Organizations and People).
Note: if using Client Groups in Karbon, it is possible for QuickBooks Time to record time against the Client Group or against work items assigned to the Client Group. However, QuickBooks Time is not able to display or report on Contacts within a Client Group.
For QuickBooks Time, it tracks and maintains all time recorded. When Karbon needs to know what time has been tracked, it requests and reads the time data for the contact and/or work and presents it within Karbon. Karbon will actively read the data from QuickBooks Time when navigating to the Time & Budgets tab for a contact or work. If a time entry is entered, updated or deleted into QuickBooks Time, it can take minutes prior to appearing in Karbon. You can always push the latest updates by clicking Sync from Settings > Connected Apps > QuickBooks Time.
For QuickBooks, it can receive time information from QuickBooks Time directly. For time to flow, QuickBooks must be integrated to QuickBooks Time and have a direct match for the customer and/or customer:job. If a match isn't made, QuickBooks Time will create a new customer:job as needed to enable the logging of time in QuickBooks.
What is the order by which to integrate Karbon, QuickBooks Time and QuickBooks?
Ready to integrate? Follow these instructions.
What happens if Karbon is directly integrated to QuickBooks?
If Karbon is connected directly to QuickBooks, Karbon will read and receive the company settings for a given shared (connected) contact separately (when requested). It will not interfere or participate in the integration setup between Karbon to QuickBooks Time to QuickBooks. For automatic movement and creation of contacts and time, we recommend using the integration to QuickBooks Time and from QuickBooks Time to QuickBooks.