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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:

TabReadybuild EntityQuickBooks Entity
ContactsContactsCustomers
ProjectsProjectsJobs (Customers with Job=true)
VendorsVendorsVendors

Searching and Filtering​

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.

Each record shows its current status:

StatusIndicatorMeaning
LinkedGreen "Linked" chipRecord is connected to a QuickBooks entity
Not LinkedGray "Not Linked" chipRecord 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.

Linking from Contact and Project Pages​

You can link or unlink contacts and projects directly from their page headers without navigating to Settings.

When QuickBooks Online is enabled, a QuickBooks icon appears in the header of every contact and project page:

  • Green checkmark — the record is linked to QuickBooks. Hover to see the last sync date. Click to unlink.
  • Red X — the record is not linked. Click to open the link dialog.

Linking a Contact​

  1. Open the contact page
  2. Click the QuickBooks icon (red X) in the header
  3. Search for the matching Customer or Vendor in QuickBooks
  4. Select the correct record
  5. Click Confirm Link

Contacts with a contact type of Vendor link as QuickBooks Vendors. All other contact types link as QuickBooks Customers.

Linking a Project​

  1. Open the project page
  2. Click the QuickBooks icon (red X) in the header
  3. Search for the matching Job in QuickBooks
  4. Select the correct record
  5. Click Confirm Link

The project's contact must already be synced to QuickBooks as a Customer before you can link the project.

Unlinking​

  1. Click the QuickBooks icon (green checkmark) on a linked record
  2. Confirm the unlink action in the dialog

After unlinking, the record will no longer sync changes with QuickBooks.

Transaction Sync Status​

Bills, invoices, payments, credit memos, and field receipts display a QB Status column in their list views. This column shows the sync status and provides link/unlink actions for each row.

Status Indicators​

StatusChipAction IconDescription
SyncedGreen "Synced" chipUnlink iconRecord is linked to a QuickBooks transaction. Hover to see last sync date.
Not SyncedGray "Not Synced" chipLink iconRecord has no QuickBooks connection.

Linking a Transaction​

  1. Find the transaction in the list view
  2. Click the link icon on the Not Synced chip
  3. Search for the matching transaction in QuickBooks by document number (or reference number for payments)
  4. Select the correct record from the results
  5. Click Link

Dependency Requirements​

Transactions require their parent entity to be linked to QuickBooks before they can be linked:

Transaction TypeRequired Dependency
InvoicesProject must be linked (as a Job/Customer)
PaymentsProject must be linked (as a Job/Customer)
Credit MemosProject must be linked (as a Job/Customer)
BillsVendor must be linked
Field ReceiptsVendor must be linked

If the dependency is not yet linked, the dialog displays a warning and offers a shortcut button to link the dependency first. After linking the dependency, reopen the transaction link dialog to continue.

Unlinking a Transaction​

  1. Click the unlink icon on the Synced chip
  2. Confirm the unlink action in the dialog

After unlinking, the transaction will no longer sync with QuickBooks. You can re-link it at any time.

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​