When setting up an integration between Karbon, TSheets 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. The most rigid of these is QuickBooks which will not allow for customers to be written directly to it. As such, the sources of truth are:
- Karbon: Work
- TSheets: Time
- QuickBooks: Financials
As you will note, Customer is not listed as a source of truth in any particular system. To ensure the three systems work together, all three systems must have the same exact customer list (contact name) between the three of them. While Karbon can create customers in TSheets, TSheets cannot create customers in QuickBooks. Likewise, Karbon cannot create customer in QuickBooks either. Therefore, you will have to periodically ensure that QuickBooks maintains the same customer list as the other two systems.
How does data flow?
For Karbon, both time and customer data move directly to TSheets. If one or either doesn't exist, Karbon will create the entry within TSheets. If Karbon is connected to QuickBooks Online, Karbon will read and receive the company settings for a given shared (connected) contact.
For TSheets, 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.
For QuickBooks, it can only receive time information from TSheets directly. For time to flow, QuickBooks must be integrated to TSheets and have a direct match for the customer and/or customer:job.
What is the order by which to integrate Karbon, TSheets and QuickBooks?
If you want to track time and bill clients using Karbon + TSheets + QuickBooks Online, we recommend you follow this order to ensure a successful connection:
- Step 1: Establish/create accounts for all three systems independently (do not integrate yet).
- Step 2: Download the contact lists from all three systems and ensure the names match exactly the same in each. Most people decide to either make Karbon or QuickBooks Online as the preferred contact name source and update the other systems to match.
- Step 3: Integrate QuickBooks Online and TSheets together first. If you need assistance, don't hesitate to contact the TSheets team directly.
- Step 4: Integrate TSheets with Karbon using this TSheets integration setup guide.
If billing at a Contact level only (not work or job level), the steps above will ensure that time is tracked either in Karbon or TSheets and flow directly into QuickBooks Online. Please note that while Karbon will create new contacts in TSheets, TSheets will not create new contacts within QuickBooks. Therefore, you will need to periodically update your contact list in QuickBooks to enable the data to flow between all three systems.
Tracking time for contacts & work?
If tracking time for both contacts and work, you will also need to ensure QuickBooks customer:jobs match the customer:job structure in TSheets. Therefore, the work item naming you create in Karbon must also match the customer:job notation in QuickBooks. You will also need to periodically update those directly in QuickBooks to ensure the data flows as expected from Karbon to TSheets to QuickBooks.