Accounting imports and integrations

Company Accounting and project Financials have separate import workflows. The project Migration tool brings supported project records into a project. In Accounting > Imports (/companies/{company_id}/accounting/integrations), a permitted company user can review a CSV or XLSX import (first worksheet).

Import types

• Master data: chart of accounts, vendors, customers and standard cost codes. Missing records are created; a record that already exists with the same name is reused. Tax IDs are not imported; enter them on the party profile, where they need a second approval.
• Open AP and open AR: one AP bill (or vendor credit) or AR invoice per open document, with open retainage. Each document posts through its subledger against the Opening Balance Equity account, as of the cut-over date.
• Opening trial balance: the opening entry. AR, AP and retainage balances must equal the imported open documents to the cent, or the import is blocked. For a cash-basis trial balance, choose the cash basis. The open documents are then brought on by one accrual conversion entry to retained earnings.
• Journal entries, including job-coded lines: add Job, Cost Code, Cost Type and Vendor columns. The preview resolves each source value to a project, cost code (within that project), cost type and party, or asks you to map it. Mapped values are remembered for the next file from the same source namespace.
• Employee payroll YTD (pre-go-live): Employee, Tax Year, SS Wages, Medicare Wages, FUTA Wages, SUTA Wages, SUTA State. The first payroll run counts these wages toward the Social Security, Medicare, FUTA and SUTA wage bases. Imported YTD cannot be changed by re-importing.

Cut-over order

Review and apply

1. Select an allowed accounting entity, a source namespace and an import type, then upload the file.
2. Review the preview, map source columns, accounts and parties, and resolve every reported error. Source control totals must reconcile before applying.
3. A different authorized user approves and applies the import. The system records source identity, mapping contributors and posting history. Retries and re-uploads of the same file do not create a second posting. The mapping you apply is saved for the next upload from the same source and type.
4. Correct an imported journal through its source-owned reversal workflow. Correct an imported open document in AP (void the bill) or AR (reverse the invoice).

Files up to 200 rows (25 journal entries) are reviewed and applied in one step. Larger vendor, customer, cost code, open AP/AR and employee YTD files, up to 50,000 rows and 16 MiB, are stored and run in the background: the preview runs in chunks (500 rows, or 50 for open AP/AR because each document posts an entry) and reports errors by file row; after approval each chunk applies in its own transaction with a progress count. If the worker stops, the import resumes from the next chunk without duplicating rows. Opening trial balances and journals stay at 200 rows. Open documents carry the Job column as the line’s project. Open AR credits are not imported; net them into the customer’s open invoices first. Open documents dated after the as-of date are refused: export the aging as of the cut-over.

Journal export

GET /rest/v1.0/companies/{company_id}/accounting/integrations/exports/journals?from=&to=&format= returns posted journals as a CSV file for ERP import. The formats are debit_credit, signed_amount and qbo_journal. Add journal=AP to export only AP. Exports are limited to 20,000 lines and are audited.

Connections

Accounting > Imports > ERP connections lists each connection with its health, its recent sync runs and an error inbox (sync errors and blocked or failed imports).

• QuickBooks Online (live API). A sync pulls the chart of accounts, vendors and, when the connection has a cut-over date, open bills (with retainage from the accounts you name). It does not post anything: it stages chart, vendor and open AP imports that a second user reviews and applies like any upload. Running the sync again with unchanged data returns the same staged imports and creates nothing twice. Connecting QuickBooks needs an administrator to store the OAuth authorization; the in-app consent flow is not available yet.
• Foundation (file import). Choose the Foundation report export layout when uploading. Title lines, repeated page headers, totals and grouped vendor or job rows are flattened before the preview.
• Spectrum, Sage 300 CRE, Sage Intacct and other systems (file import). Export flat CSV or XLSX files and upload them. There is no live connection for these systems.

See Importing from your current stack for project migration and General ledger for posting controls.