Understanding the Sync Process

GrantLink uses a sophisticated sync mechanism to keep your data up-to-date with QuickBooks Online. This article explains how it works.

Sync Types

Incremental Sync

By default, GrantLink performs incremental syncs every 15 minutes. This means we only fetch data that has changed since the last sync, making it fast and efficient.

Full Sync

Occasionally, a full sync may be needed:

• After initial connection
• If incremental sync encounters errors
• When you manually request it

Full syncs take longer but ensure complete data accuracy.

What Gets Synced

Entity	Direction	Frequency
Accounts	QBO → GrantLink	Every sync
Classes	QBO → GrantLink	Every sync
Departments	QBO → GrantLink	Every sync
Transactions	QBO → GrantLink	Every sync
Journal Entries	GrantLink → QBO	On demand

Viewing Sync Status

1. Go to Settings
2. View the Sync History section
3. See the last sync time and status

Manual Sync

To trigger a manual sync:

1. Go to Settings
2. Click Sync Now
3. Wait for the sync to complete

Sync Issues

Common sync issues and solutions:

"Token Expired" Error

Your QuickBooks connection has expired. Click Reconnect to re-authorize.

Missing Transactions

Transactions may not appear if:

• They were entered after the last sync
• They fall outside your sync date range
• They were deleted in QuickBooks

Duplicate Data

If you see duplicates, contact support. This is rare but can happen during interrupted syncs.

Best Practices

1. Don't disconnect frequently - Each reconnection requires a full sync
2. Check sync status regularly - Catch issues before they become problems
3. Keep QuickBooks data clean - Good data in QuickBooks means good data in GrantLink