Streamlining Project Management and Accounting with BigTime and QuickBooks Online Integration

Juggling multiple projects, tracking time and expenses, and managing invoices can be a daunting task for any business. Imagine having to manually enter all that data into your accounting software, like QuickBooks Online. It's time-consuming, error-prone, and takes away from your core business activities.

But what if there was a way to automate this process? To have your project management and time tracking app seamlessly integrated with your accounting software? That's where the BigTime and QuickBooks Online integration comes in.

Real-World Scenario: How Beacon Consulting Boosted Efficiency with BigTime and QuickBooks Integration

Meet Sarah, the founder of Beacon Consulting. Her team of 20 consultants works on multiple projects for various clients. They used BigTime to track their time and expenses, but Sarah had to manually enter all that data into QuickBooks Online for invoicing and financial reporting.

Sarah often found herself drowning in paperwork, trying to reconcile the data between the two systems. Errors crept in, and she spent hours double-checking and correcting entries. It was a nightmare for her and her accountant.

That's when Sarah discovered the BigTime and QuickBooks Online integration. She was thrilled to learn that she could automate the data syncing between the two apps. No more manual entries, no more errors, and no more wasted time.

To further streamline her operations, Sarah also integrated:

Challenges that QuickBooks Online and BigTime Integration Solved

  • Eliminated manual data entry and reduced errors
  • Automated invoicing based on time and expense data from BigTime
  • Synchronized customer and project data between the two apps
  • Enabled real-time visibility into project profitability and financial performance
  • Streamlined payroll processing for employees and contractors

Benefits of BigTime and QuickBooks Online Integration

The BigTime and QuickBooks Online integration offers several benefits for businesses:

  • Saves time and reduces errors by automating data syncing
  • Provides accurate and timely invoicing based on actual time and expenses
  • Enables better project management with real-time financial data
  • Improves cash flow with faster billing and payment processing
  • Simplifies financial reporting and analysis with consolidated data

Integration Options

There are a few ways to integrate BigTime with QuickBooks Online:

  1. Native Integration: BigTime offers a direct integration with QuickBooks Online. This is the easiest and most seamless option, as it doesn't require any third-party tools or custom development.

  2. Third-Party Integration Platforms: You can use integration platforms like Zapier or Workato to connect BigTime and QuickBooks Online. These platforms offer pre-built connectors and workflows, but may have limitations in terms of customization and data mapping.

  3. Custom Development: If you have specific requirements or need a more tailored integration, you can hire developers to build a custom solution using the APIs of both apps. This option offers the most flexibility, but also requires more time and resources.

Here's a comparison of the integration options:

Criteria Native Integration Third-Party Platforms Custom Development
Ease of Use Easy Moderate Difficult
Cost Free Low to Moderate High
Features Limited Moderate Extensive
Support Provided by BigTime Provided by Platform Varies
Security High Moderate Depends on Implementation

Integration Guide

To integrate BigTime with QuickBooks Online using the native integration, follow these steps:

  1. Preparation:

    • Create a BigTime account and set up your projects, users, and roles.
    • Create a QuickBooks Online account and grant BigTime access to it.
    • Back up your QuickBooks Online data before proceeding with the integration.
  2. Configuration:

    • In BigTime, go to the "Integration" section and select QuickBooks Online.
    • Follow the prompts to connect your QuickBooks Online account.
    • Map the fields between BigTime and QuickBooks Online, such as customers, projects, and invoice items.
    • Set the sync frequency and direction (one-way or two-way).
  3. Permissions:

    • Assign user roles and permissions in BigTime for the integration.
    • Ensure that the BigTime app has the necessary permissions in QuickBooks Online, such as read and write access to invoices, customers, and items.
  4. Deployment:

    • Test the integration in a sandbox environment before deploying to production.
    • Run the initial sync to import existing data from QuickBooks Online to BigTime.
    • Monitor the sync process and resolve any errors or discrepancies.
  5. Validation:

    • Verify that the data is synced accurately and completely between the two apps.
    • Test the integration with different scenarios, such as creating and updating invoices, customers, and projects.
    • Validate that the financial reports in QuickBooks Online match the data in BigTime.
Permission Options Cost
User Roles Admin, Manager, User Included
Data Access Read, Write, Delete Included
Sync Frequency Hourly, Daily, Weekly Included
Support Email, Phone, Chat Included

Here's a sample code snippet for the BigTime API to create an invoice:

POST /invoice HTTP/1.1
Host: bigtime.net
Content-Type: application/json
Authorization: Bearer <ACCESS_TOKEN>

{
  "projectId": "12345",
  "invoiceNumber": "INV-001",
  "invoiceDate": "2023-06-01",
  "dueDate": "2023-07-01",
  "status": "Draft",
  "lineItems": [
    {
      "staffId": "67890",
      "taskId": "54321",
      "date": "2023-05-25",
      "hours": 2.5,
      "rate": 100,
      "amount": 250
    }
  ]
}

Alternative Integrations

While BigTime is a popular choice for project management and time tracking, there are other apps that can also integrate with QuickBooks Online:

  1. TSheets: A time tracking app that allows employees to clock in and out, track time against projects, and submit timesheets for approval. TSheets integrates with QuickBooks Online for invoicing and payroll.

  2. Mavenlink: A project management app that offers resource planning, time and expense tracking, and financial reporting. Mavenlink integrates with QuickBooks Online to sync invoices, payments, and expenses.

  3. Procore: A construction management app that provides project scheduling, budgeting, and field productivity tools. Procore integrates with QuickBooks Online to streamline job costing and financial management.

  4. Sage 100 Contractor: An accounting and project management app designed for construction companies. Sage 100 Contractor integrates with QuickBooks Online to synchronize financial data and generate reports.

Here's a comparison of the alternative integrations with BigTime and QuickBooks Online:

Criteria BigTime TSheets Mavenlink Procore Sage 100 Contractor
Industry Professional Services All Professional Services Construction Construction
Features Project Management, Time Tracking, Invoicing Time Tracking, GPS Location, Scheduling Project Management, Resource Planning, Collaboration Project Scheduling, Budgeting, Field Productivity Accounting, Job Costing, Payroll
Ease of Use Easy Easy Moderate Moderate Difficult
Pricing $10-$40/user/month $5-$10/user/month $19-$79/user/month $375-$549/month $115-$345/month
Support Phone, Email, Knowledge Base Phone, Email, Chat Phone, Email, Knowledge Base Phone, Email, Chat Phone, Email, Knowledge Base

Conclusion

Integrating your project management and time tracking app with QuickBooks Online can save you time, reduce errors, and provide real-time visibility into your financial performance. BigTime is a great choice for professional services firms looking to streamline their operations and boost profitability.

Key takeaways:

  1. BigTime and QuickBooks Online integration automates data syncing and eliminates manual entry.
  2. The integration enables accurate invoicing, better project management, and faster billing.
  3. There are different integration options available, including native, third-party, and custom solutions.
  4. The integration process involves preparation, configuration, permissions, deployment, and validation.
  5. Alternative integrations like TSheets, Mavenlink, Procore, and Sage 100 Contractor cater to different industries and needs.

If you're interested in integrating BigTime with QuickBooks Online or exploring other integration options, contact our team at FastFix247.com for a free consultation. Our experts will help you find the best solution for your business and guide you through the integration process.

FAQs

What data is synced between BigTime and QuickBooks Online?
The BigTime and QuickBooks Online integration syncs data related to customers, projects, time entries, expenses, and invoices. This includes customer information, project details, employee time and expenses, and invoice line items. The integration ensures that the data is consistent and up-to-date in both apps.

How often is the data synced between the two apps?
The sync frequency depends on your integration settings. You can choose to sync data hourly, daily, or weekly. You can also trigger a manual sync at any time. The more frequently you sync, the more up-to-date your data will be, but it may also impact performance and data usage.

Can I sync historical data from QuickBooks Online to BigTime?
Yes, you can sync historical data from QuickBooks Online to BigTime during the initial setup. This includes data on existing customers, projects, and invoices. However, it's recommended to do this gradually and verify the data accuracy before relying on it for business decisions.

What happens if there are conflicting data between the two apps?
If there are conflicts between the data in BigTime and QuickBooks Online, the integration will flag them for review. You can then decide which data to keep and which to overwrite. It's important to have a clear data governance policy and to communicate it to all users to minimize conflicts.

Can I customize the data mapping between BigTime and QuickBooks Online?
Yes, you can customize the data mapping between BigTime and QuickBooks Online to match your specific business needs. This includes mapping custom fields, setting up default values, and defining data validation rules. However, customization may require additional development work and may impact the integration stability.

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