Understanding the Sync Process
Understand automatic and manual QuickBooks sync, what data GrantLink reads, and how sync differs from writeback.
Bring this workflow into GrantLink to keep grant accounting tidy.
GrantLink syncs QuickBooks data into your GrantLink organization so reporting and allocation workflows can run without live calls to QuickBooks on every screen.
Sync modes
Automatic sync runs in the background when enabled for the connection.
Manual sync can be started from Settings > QuickBooks Sync or from QBO import screens when you need the latest data immediately.
Full sync refreshes a broader set of QBO data and is useful after the first connection, after mapping changes, or when support asks you to refresh history.
What sync status tells you
The QuickBooks Sync page shows:
- whether a connection is active
- the connected company and realm ID
- whether a sync is running
- the latest sync result
- how many objects were updated
- recent sync failures or partial errors
Use this page before reporting if you need to prove the data is current.
Sync direction vs writeback
Most sync activity is QuickBooks to GrantLink. GrantLink reads QBO transactions and master data into the app.
Writeback is different. Actions such as updating transaction grant tags, creating journal entries, creating claim invoices, or updating QBO custom fields are controlled by Settings > QuickBooks Permissions and by grant-level writeback settings.
If data is missing
Check these items first:
- The transaction exists in the connected QBO company.
- The transaction is inside the sync history window.
- The relevant QBO field is populated, such as Customer/Project, Class, Department/Location, or custom field.
- Your QuickBooks Mapping matches how the transaction is tagged.
- The latest sync succeeded.
Put this knowledge to work in GrantLink
Track grants, automate reporting, and stay audit-ready in one place.