ArchiOffice-QuickBooks Integration Settings - Get Settings

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By specifying the synchronization settings in the ArchiOffice-QuickBooks Integration Settings screen, you can set transfer rules defining how data is transferred from QuickBooks to ArchiOffice database. You can specify which data to get using the filter settings for each module. Various modules for which you can specify the Get Settings are:


  • Employees

  • Clients

  • Jobs

  • Service Items

  • Expense Items

  • Expenses

  • Time Records

  • Invoices

  • Payments

  • Vendors


With this, you can reduce data entry time and minimize errors. Select the module name in QuickBooks to view the filter settings for that module. For each module you define what data you want to send from QuickBooks to ArchiOffice.




QuickBooks File

This shows your current QuickBooks database that will be accessed for synchronization.



Do Not Get . . . Data:

Check this option if you do not want ArchiOffice to get data for the selected module. You can check this option if you do not want to get data for a specific ArchiOffice module from QuickBooks. For example, if you do not want to get employee data from QuickBooks to ArchiOffice, you select the Do not Get Employee Data check box. Data from other modules is transferred from QuickBooks according to their specific filter settings.


Vendor Related Expense Entries:

Expense entries (that is, Vendor Bills, Checks or Credit card charges) coming from QuickBooks that have vendors associated to them must be recorded against a Project Leader, Project Principal or Originator in ArchiOffice. The system first attempts to record the entries against the Project Leader of the expense's project. If a Project leader is not present, the Project Principal of the expense's project is used. If neither a Project Leader nor a Principal has been assigned, the Project Originator of the expense's project is used. If none of these three are present, then the expense entries are recorded against any user. The vendor associated to the entries in QuickBooks will display in the notes/description field of the Time/Expense - Detail screen.


Make a selection from this drop-down list to manually select the person against which vendor related expense entries should be recorded in ArchiOffice.


Active Only:

When selected, only active ArchiOffice data (for example, active employees, clients, vendors, etc.) is transferred.


Overwrite Rule for Duplicate Records

In this section specify the overwrite rule for the selected table. Choose from Never, Always and Most Recent. For example, Both ArchiOffice and QuickBooks have records for employee John Doe.



This means neither ArchiOffice nor QuickBooks version of a field data will be updated. Thus, you will have two versions of the data. For example, if this employee record has different addresses, these two fields would not be updated and both addresses would exist.



This means the contents of the QuickBooks field will always overwrite the ArchiOffice field in Get mode. Again, if two different addresses exist, the address in ArchiOffice will replace the address in the employee's QuickBooks profile. However, billed entries will not be modified.


Most Recent

This means ArchiOffice compares the Last Modified On date-time stamps for the QuickBooks and ArchiOffice fields. The more recent one updates the field in the other database.


Date Filters

Filters allow you to restrict the information that is transferred between ArchiOffice and QuickBooks. The filter fields keep on changing depending upon the table selected for the synchronization settings. The intersection of data produced by applying all filters is what will be transferred. Click Save to save your filter settings and overwrite rule for the selected table. These settings will be used when you sync data between ArchiOffice and QuickBooks.


Last Modified:

Each record saves a Last Modified On date that is used to determine which record is most recent. This is useful and saves time, if you want to avoid scanning the records every time you use the synchronization option.


You can filter the information for synchronization based on this date using the From-To options. Filters allow you to restrict the information that is transferred between ArchiOffice and QuickBooks. If you select All in this submenu then data for all ArchiOffice tables will be transferred to/from QuickBooks.



This option is available for time and expense entries only. It allows you to select a From-To date range for getting selective time and expense data from QuickBooks instead of all.


Other Filters

You can filter information for synchronization using From-To options. Filters allow you to restrict the information that is transferred between ArchiOffice and QuickBooks. If you select All, then data for all ArchiOffice tables will be transferred from QuickBooks.

Last Sync On:

This displays the date when ArchiOffice was last synced with QuickBooks for the selected module. This date is used for reference when you want ArchiOffice to sync since the last synchronization date.


When getting expense codes from QuickBooks to ArchiOffice, the product column in QuickBooks is not checked. For non-inventory items, the product column is checked.

However, you can choose the record the entry against the contact of your choice from the drop-down in the Integration Settings screen.

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