FAQs on managing accounting system integrations

Here are answers to some of the frequently asked questions about managing the integration between Projectworks and Xero, QuickBooks or AccountRight MYOB.

Frequently asked questions

If you have a question that isn't covered please refer to our integration help articles or email support@projectworks.io and the team will help you.

How do I disconnect from my accounting system?

The connection can be disconnected either from within Projectworks, however if you are integrated with Xero or QuickBooks, you should also disconnect from your accounting system.

Disconnecting via Projectworks

Disconnecting via Xero or QuickBooks

Projectworks is a third party app which can be disconnected from within Xero or QuickBooks.

When the Projectworks app has been disconnected from Xero or QuickBooks all mappings will be cleared, but the options to "Export" and "Reconcile" may still be available in Projectworks. If a user selects to carry out any of these actions, an error message or Projectworks error page will be displayed.

Currently, if you have disconnected via Xero or QuickBooks, a Projectworks administrator will also need to disconnect your accounting system via Projectworks to remove the options to "Export" and "Reconcile".

What does your integration do?

Depending on which accounting system you are integrated with, you can export, reconcile and refresh invoice, expense, purchase order, leave and time entry data. To learn more read the Integrate to an accounting system article.

You can choose to turn on auto-sync that will automatically refresh and export data between Projectworks and your Xero or QuickBooks

Only invoices that have been exported from Projectworks will have payment information from your accounting system updated in the reconciliation process.

You cannot update invoice payment information in your accounting system with payment information from Projectworks.

How does the data synchronization work?

Data is manually synchronized between the systems. The processes are initiated within Projectworks to export invoices, expenses, leave or time entries to Xero, QuickBooks or AccountRight MYOB, or to reconcile invoice payments from your accounting system.

No process can be initiated from within your accounting system:

You cannot export any invoices, expenses, leave or time entries from Xero, QuickBooks or AccountRight MYOB into Projectworks.

You can also turn on the auto-sync to either refresh data from your Xero or QuickBooks instance and/or export data to them.

To learn more about auto data refresh/reconciliation process visit the specific page for your accounting system;

Auto-synchronisation for Xero

Auto-synchronisation for QuickBooks

My accounting system has a default tax type set, will Projectworks use that?

A Projectworks administrator will need to map your Projectworks Tax Rate to a Xero, QuickBooks or AccoutnRight MYOB, Tax Rate.

What happens if our accounting system credentials change?

If the credentials that were entered when establishing the connection from your accounting system to Projectworks are changed (becoming invalid) then the connection will no longer work. Attempting to export invoices, expenses, leave or time entries, or reconcile payments, from Projectworks will fail.

Can an invoice be exported more than once?

No and yes.

No: When an invoice is successfully exported to your accounting system, an "invoice reference" will be added to the meta data of the invoice in Projectworks. This reference is used to maintain the relationship for that invoice between your accounting system and Projectworks.

A Projectworks invoice can not be re-exported to an accounting system if the reference is populated.

Yes: If for any reason you need to re-export a Projectworks invoice to your accounting system (e.g. the invoice details were incorrect) you will need to remove the "invoice reference" from the meta data of the Projectworks invoice. The invoice will then be able to be re-exported.

Open the exported invoice;
Expand “More options”;
Remove the invoice reference and “Save”;
Re-export the invoice.

The original exported invoice will remain in your accounting system, so if this needs to be removed, your accounting system administrator will need to remove this in the accounting system.

Can an invoice be exported more than once?

No.

When an expense is successfully exported to Xero, it cannot be re-exported. If you need to make changes for any reason (e.g. the expense was exported to the incorrect accounting system) please contact support@projectworks.io.