A QuickBooks sync copies supported accounting records into GrantLink. GrantLink pages, grant links, allocation rules, restricted fund releases, and reports then use the copied data, so GrantLink doesn't ask QuickBooks for live data on every page.

Important: A sync never changes QuickBooks, but it can change allocations in GrantLink. After a sync finishes, fully or with partial errors, GrantLink runs your allocation rules and checks restricted fund releases. A full sync skips the allocation rules when you leave Also re-apply allocation rules unchecked. That checkbox doesn't stop automatic allocations from following changes to the QuickBooks coding that created them.

Before you start

Open Settings > QuickBooks > Sync and confirm that the Connection card shows the intended company.
Decide whether you need recent changes, a longer look back at history, or older complete history.
Review your active allocation rules before you run a sync that will apply them.
Don't use a sync to fix a wrong amount, date, account, vendor, Customer, Class, Location, or Project. Correct the record in QuickBooks first.
If a report or month-end close depends on the result, plan to check both Recent activity and the affected GrantLink records.

Choose the right refresh

Control	What it does	Use it when	Allocation rules
Automatic syncing	Pulls recent changes every day and when QuickBooks sends webhook events	You want routine background updates	Run after the sync finishes
Sync now	Pulls changes since the last sync, including older transactions that were edited recently	A recent record or edit is out of date	Run after the sync finishes
Run full sync	Checks QuickBooks history again for the set window and fills gaps	First setup, incomplete data, or mapping changes	Run only if you check Also re-apply allocation rules
Import complete history	Imports transactions from a first transaction date that you choose	You need activity older than the full sync window	Not a routine refresh

Only one sync or QuickBooks verification can run for a connection at a time. If one is already running, GrantLink tells you instead of starting another.

Turn on automatic syncing

Open Settings > QuickBooks > Sync.
Under Sync settings, turn on Automatic syncing.
Confirm that the description says GrantLink pulls updates daily and when QuickBooks pushes webhook events.

The daily sync runs at 2:00 a.m. UTC. A webhook event from QuickBooks can start a sync sooner, but QuickBooks decides when to send it, so updates aren't instant. If Automatic syncing is off, GrantLink skips both the daily sync and webhook syncs, so use Sync now instead.

Run Sync now

Select Sync now.
Wait for the Syncing right now message to finish.
Review the status message and the newest row in Recent activity.
Check the edited source record and any related allocation in GrantLink.

Sync now is the first choice for normal updates. Running it again won't find an old transaction that hasn't changed and was never copied into GrantLink.

Run a full sync

When complete history import isn't available, Full-sync history window sets how many days a full sync checks. It accepts a whole number from 30 to 4,000 days, and the default is 365 days.

Enter the number of days in Full-sync history window.
Select Save. Saving only changes the window, and it doesn't start a sync.
Select Run full sync.
In the Run a full QuickBooks sync? dialog, check Also re-apply allocation rules only if the refreshed transactions should go through your current rules.
Confirm the full sync, and then check the result.

If you leave the checkbox unchecked, the sync still refreshes the copied data and checks restricted fund releases, but it doesn't apply allocation rules. It can still move or remove an automatic allocation when the sync detects a change to the QuickBooks coding that created it.

When QuickBooks coding changes

An automatic allocation follows the Project, Class, Customer, or Location signal that originally matched it to a grant. Changing an unrelated signal doesn't move it. If the matched signal changes and identifies one different eligible grant, GrantLink moves the allocation. If no eligible grant matches, GrantLink reverses the allocation. Conflicting matches and protected records stay in place for review instead of moving automatically.

This behavior doesn't recode manual allocations, user splits, rule allocations, imports, or reporting treatments. It responds to coding changes that a sync detects; it doesn't repair older mismatches just because you run a full sync. Review the affected allocation's history after a move or removal. If it affects a submitted claim or report, check its source-change notice before relying on the submitted figures.

Import complete history where available

Import complete history is available only to some organizations. Where it appears, it replaces the Full-sync history window setting, and Run full sync still checks recent data.

Under Import complete history, choose the first transaction date. The date can't be later than today.
Select Import history.
If GrantLink asks you to run Sync now first, run it, wait for it to finish, and then try the import again.
Let the import finish in the background. Don't disconnect or replace the connection while it runs.
Find the history row in Recent activity, then check a few old transactions.

The import fixes its company, date range, and end point when it starts, so a retry can't quietly widen it. Later QuickBooks changes arrive through normal syncs.

Read recent activity

Recent activity shows the last 10 sync jobs in these columns:

Column	Meaning
Started	When the job began
Mode	incremental, full, webhook, manual, or history
Status	Completed, Partial, Failed, Running, or Pending
Read	Records fetched from QuickBooks
Upserted	Records added or updated in GrantLink
Duration	How long the job took

Read and Upserted count records. They aren't dollar amounts or proof that a report is correct. Partial means some record types failed. For a partial or failed job, select Details to see Sync issues, the HTTP status when there is one, and whether GrantLink says Can retry, Needs review, or Retry status unknown.

Check the outcome

Confirm that the newest job has the expected mode and a current start time.
For Completed, find the source record in GrantLink. Zero upserted records can be normal when nothing changed.
For Partial, check the affected record type before you rely on it, and review Details.
If the record synced but has no grant or the wrong grant, check the grant's QuickBooks tracking on its Details page.
Review allocations that rules created or changed. A successful sync doesn't prove that an allocation or report scope is correct.
Reconcile the report result to QuickBooks as part of your normal close.

Accounting and product boundaries

QuickBooks remains the source of truth for company data, and GrantLink keeps a copy.
A sync never changes QuickBooks company data.
GrantLink can create or change its own allocation records after a sync when rules apply or the matched QuickBooks coding changes.
Settings > QuickBooks > Permissions sets the QuickBooks write policy, but saving it doesn't write anything. Workflows that can change QuickBooks need a separate review and an explicit Apply to QuickBooks step.
A sync doesn't choose accounting policy, decide allowability, approve allocations, or replace ledger reconciliation.

For setup, see Connecting QuickBooks Online. For a missing or out-of-date record, follow QuickBooks Connection and Sync Troubleshooting.