QuickBooks Sync Schedule
When changes move between JobsiteOn and QuickBooks: the two-minute send queue, QuickBooks change notices, the daily backup check, and what Sync now does.
When changes move between JobsiteOn and QuickBooks: the two-minute send queue, QuickBooks change notices, the daily backup check, and what Sync now does.
This guide explains when changes move between JobsiteOn and QuickBooks, what the daily backup check does, and what happens when you click Sync now. There is no setting for how often syncing runs.
The QuickBooks integration sends your changes on a short schedule and receives QuickBooks changes as they happen:
When you create or edit a contact or an invoice, or a payment is recorded, refunded or returned, JobsiteOn queues the change. The queue is sent every two minutes, up to 100 changes at a time, oldest first, so a change usually reaches QuickBooks within a few minutes.
Four kinds of change don't go out this way:
While QuickBooks sync is paused or needs reconnecting, nothing goes out. Payments recorded, refunded or deleted in that time go to QuickBooks once syncing is back on, on invoices that are already there. Reconnecting and Sync now also send contacts, pricebook items and invoices that never reached QuickBooks. The payments on an invoice JobsiteOn adds to QuickBooks go with it. Edits made in the meantime to contacts and invoices that are already in QuickBooks go out the next time you change them.
While Payments sync is off, or after you disconnect QuickBooks, no payment changes go out. Changes made in that time to payments JobsiteOn had already sent, such as refunds, go out once you turn Payments sync back on or reconnect. So do payments that were due to go when you turned it off or disconnected but hadn't reached QuickBooks yet, on invoices that are already there: ones recorded while Payments sync was on, and ones on an invoice JobsiteOn added to QuickBooks while it was on. Payments recorded in that time aren't sent, except on invoices JobsiteOn adds to QuickBooks afterward, or when you choose Different payments for one.
When a customer, item or payment is added or changed in QuickBooks, QuickBooks sends JobsiteOn a notice, and JobsiteOn applies the change as soon as the notice arrives, usually within a few minutes. New customers become contacts and new items join your pricebook. A payment recorded in QuickBooks comes in on its synced invoice, up to what the JobsiteOn invoice has open, and one later voided or deleted there comes off its invoice in JobsiteOn. What didn't fit comes in once the invoice has money owed again (see "From QuickBooks to JobsiteOn" in Sync Invoices with QuickBooks). If a QuickBooks payment may be the same as a JobsiteOn payment that JobsiteOn hasn't sent, you decide on the sync errors page, and the QuickBooks page shows a banner while the question is open (see "Possible duplicate payment" in the same article).
Invoice edits made in QuickBooks don't come back to JobsiteOn. JobsiteOn keeps its own version of each invoice.
If JobsiteOn can't apply a payment notice, it tries again after waiting about 1 minute, then 5 minutes, 15 minutes, 1 hour, 6 hours and 24 hours. It looks for retries every 5 minutes, so the first one can take up to about 6 minutes. If the last try fails too, the change shows as an Inbound row on the Dead letter queue tab of the sync errors page. Clicking Retry there starts the same tries over. See Resolve Sync Errors.
As a backup, JobsiteOn checks QuickBooks once a day for anything a notice missed. If nobody on your team has used JobsiteOn in the last 7 days, the check runs once a week instead. The check:
The first check after you connect runs within about an hour and imports your active QuickBooks customers and items.
Screenshot: A timeline diagram showing JobsiteOn changes going to QuickBooks every two minutes, QuickBooks changes arriving in JobsiteOn within minutes, and a daily backup check.
There's nothing to set. Changes from QuickBooks arrive as they happen, and the daily backup check runs on its own. To choose what syncs, turn Customers, Invoices, Payments, or Products & services on or off under Sync settings on the QuickBooks page. Turning Payments on sends waiting changes to payments JobsiteOn had already sent within a few minutes, without Sync now, along with payments that were due to go when it was last turned off but hadn't reached QuickBooks yet, if their invoice is already there. From then on it sends payments recorded after that moment. When you want QuickBooks changes in JobsiteOn right now, click Sync now.
Click Sync now at the top of the QuickBooks page. It runs these steps in order, whatever the schedule:
Clicking Sync now again while it's still running doesn't start a second sync. If a scheduled check is already bringing in QuickBooks payments when you click Sync now, Sync now leaves steps 3 and 4 to that check instead of running them twice. That isn't a failure.
A step that fails during Sync now (for example, QuickBooks is slow to answer) is logged in the sync errors, but it doesn't pause the schedule. Automatic pushes and pulls keep running, and you can click Sync now again to retry. The QuickBooks page then shows "Your last sync finished with problems". The message goes away after a later Sync now in which every step finishes, or when you reconnect QuickBooks. The regular two-minute sends and the daily check don't clear it, and neither does a Sync now that left steps to a scheduled check.
Syncing only stops when the nightly connection check fails for a reason other than a network or QuickBooks outage, or when your QuickBooks sign-in stops working. The QuickBooks page then says what happened and shows a Reconnect QuickBooks button.
Changes are sent in the order they were made, up to 100 every two minutes. A change to a contact that's already in QuickBooks is skipped when it doesn't touch the name, email, phone, mobile or company. The sync log shows the time of each change JobsiteOn sent or received.
Tip: If you made a bulk update in QuickBooks and need it reflected in JobsiteOn immediately, click Sync now rather than waiting for the next backup check.
Note: During busy periods, sending can take longer because QuickBooks limits how many requests an app can make each minute. JobsiteOn stays under that limit and retries changes that run into it.
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