Entity Linking

Required Permission

Company Setup - You must have the Company Setup permission to access this setting.

If you have existing records in both Readybuild and QuickBooks Online, use Entity Linking to connect them before relying on automatic sync. This prevents duplicate records and ensures proper data mapping.

Accessing Entity Linking

1. Go to Settings > Integrations
2. Click Configure next to QuickBooks Online
3. Click Link Entities

Available Tabs

Entity Linking provides three tabs for different record types:

Tab	Readybuild Entity	QuickBooks Entity
Contacts	Contacts	Customers
Projects	Projects	Jobs (Customers with Job=true)
Vendors	Vendors	Vendors

Searching and Filtering

Search Box

Use the search box to find specific records by name.

Status Filter

Filter records by their link status:

• All: Shows all records
• Linked: Shows only records already connected to QuickBooks
• Unlinked: Shows only records not yet connected

Pagination

Results are paginated for performance. Use the pagination controls to navigate through large lists.

Understanding Link Status

Each record shows its current status:

Status	Indicator	Meaning
Linked	Green "Linked" chip	Record is connected to a QuickBooks entity
Not Linked	Gray "Not Linked" chip	Record has no QuickBooks connection

Linked records also display a Last Sync date showing when the record was last synchronized.

Linking a Record

1. Find the unlinked record in the list
2. Click Link next to the Readybuild record
3. A dialog appears to search for the matching QuickBooks entity
4. Search for the correct match in QuickBooks
5. Select the matching record
6. Click Confirm Link

Important

Linking connects existing records—it does not merge or overwrite data. After linking, future changes will sync between the connected records.

Projects as Jobs

Projects in Readybuild sync to QuickBooks as "Jobs" rather than standalone Customers. In QuickBooks terminology:

• A Job is a Customer with the Job flag set to true
• Jobs are nested under a parent Customer (the project's contact)

Requirements for project linking:

• The project's contact must already be synced to QuickBooks as a Customer
• The project links to a Job under that Customer

Best Practices

Before Initial Sync

1. Export a list of existing customers/vendors from both systems
2. Identify matching records manually
3. Use Entity Linking to connect all matches
4. Then enable automatic sync for new records

Preventing Duplicates

• Always check for existing records before creating new ones
• Link existing records before relying on automatic sync
• If duplicates occur, merge them in QuickBooks, then re-link in Readybuild

Next Steps

• Review sync reference to understand what data syncs
• Troubleshoot issues if you encounter problems