Accounting integrations
Overview
JobStaq offers a number of integrations for commonly used accounting packages which can help you keep your data in sync between JobStaq and your accounting integration. This saves time by eliminating the need for double data entry, and allows you to track jobs all the way through to invoice payment, to ensure you never miss a payment for your work.
The following integrations are supported:
The links above provide specific details relating to each supported integration.
Features
Whilst feature availability may vary slightly between each supported integration based on limitations of integrating with each platform, at a high level, JobStaq accounting integrations allow you to:
- Sync customers from JobStaq to your accounting software
- Import customers from your accounting software into JobStaq
- Sync invoices from JobStaq to your accounting software
- Sync invoice payments and credit allocations from JobStaq to your accounting software, and vice versa
- Accept payments on customer portals through any payment methods your accounting provider offers
Other record types, such as quotes, are not supported by our accounting integrations at this time.
Data synchronisation
When a record in JobStaq is changed and needs creating or modifying in your connected accounting software, JobStaq will attempt to synchronise changes in close to real-time where possible. This happens in the background on our servers, so you may experience a slight delay (typically a few seconds) before this happens.
Where supported, your accounting software may provide JobStaq with real-time updates of changes made to data (eg. payments created on an invoice). This is used to update the record in JobStaq, and to ensure the record is in sync with your accounting software.
A full sync is executed once a week to ensure nothing was missed during real-time syncing, and to detect any changes made in your accounting software which need to be imported into JobStaq.
Sync errors
Data validation
You may occasionally run into issues where JobStaq is unable to automatically synchronise changes to your accounting software. For example, a record that is valid in JobStaq is deemed to be invalid by your accounting software, or you manually altered data in your accounting software which JobStaq relied on, such as deleting a customer.
When this happens, the record being synced will be marked as failed, and details of what went wrong will be recorded to our database. You can locate failed records in your JobStaq account in any of the following ways:
- On the page of the record, an alert will show up near the top of the page in the web interface, detailing the error message received from your accounting software provider
- On the integration settings page of the web interface, the "error logs" tab lets you view sync issues for all record types
Failed record are not automatically retried for syncing until the associated record has been modified, or you make use of the "re-attempt failed syncs" option from the integration settings page.
Rate limiting
Accounting software providers limit the number of requests JobStaq can make to view, create, or update your data in a given period of time.
Rate limiting should not cause you issues as JobStaq will detect when this is the case and retry to sync any required data at the earliest opportunity, however, this is something to be aware of if you're making large changes in your account (eg. data imports) and aren't seeing your changes reflected in your accounting software.
Authentication
Occasionally, JobStaq may run into issues where it is no longer able to connect to your accounting software. For example, this may be because you disconnected the JobStaq integration from within your accounting software, or the connection has expired due to inactivity.
When we run into authentication failures, the account creator will receive a notification via any configured methods alerting them that the integration is inactive, and prompting them to re-connect their account so that synchronisation can continue.
Limitations
You should be aware of the following general limitations when using accounting integrations:
If at any stage you run into an issue you aren't sure how to resolve, please reach out to our support team, and we'll be happy to assist!
Active integrations
You may only have one connected accounting integration at a time.
If you are switching between accounting software, you'll need to reach out to JobStaq support so we can assist in updating your JobStaq records to link to your new accounting software.
Unsupported changes in accounting software
We do not detect changes made to invoice line items themselves in your accounting integration. Making any changes to these will lead to inconsistencies.
Contact duplication
You have the option to import customers from your accounting software's database to JobStaq. Doing so will import all their contact details (or merge these with an existing customer if the details match), and store a reference to the customer in your accounting software.
If you do not import customers from your accounting software, JobStaq assumes that any customer in your database is new and needs creating in your accounting software. Creation will occur without any checks for duplicate records (due to limitations some accounting software imposes for external applications to search through data). This can lead to duplicate records being created in your accounting software if they already existed there, and were then created or imoprted into JobStaq from another source.
Therefore, the suggested flow for any data imports to JobStaq from another system is as follows:
- Configure the accounting software integration
- Import customers from your accounting software
- Use our data import tool to upload records from another source (if required)
As once an accounting integration is configured we attempt to sync changes in real-time, running an import from another data source before syncing customers from your accounting package could still lead to duplicates.