SubBase reaches your accounting or ERP system in 2 different ways. A live integration connects the 2 systems and keeps orders and invoices in step automatically. A file download gives you a file to import into your accounting system yourself. Which one you have depends on which accounting system you run, and on what your company is set up for.
Live integrations
A live integration is set up once on the Integrations page and then runs on its own. SubBase connects to 8 systems this way:
QuickBooks Online
QuickBooks Desktop
Procore
Sage 300
Foundation
CMiC
Spectrum
Acumatica
After you connect, you match your SubBase projects, vendors and cost codes to the matching records in your accounting system. Then you turn on Sync Purchase Orders, Sync Invoices, or both. From that point SubBase creates purchase orders and invoices in your accounting system as you work.
Live integrations are available on some plans. If Integrations is not in your menu, your company is not set up for one. Check with your account team.
File downloads
A file download is one-way. You download a file from the Orders, Invoices or Commitments list and import it into your accounting system yourself. The formats SubBase produces include TCM, Foundation, Sage 100, Sage 100 Contractor, Sage 300, Vista and Computer Ease. Your company is set up for the formats it needs, and those are the only ones you see.
This is a separate feature from a live integration. It is set up somewhere else, and it does not use the Integrations page at all.
What the Integrations page shows
With no live connection yet, the page reads Welcome to Integrations and shows the systems you can connect to.
Once connected, the header reads Connected with and the name of your system, and the page carries:
A tab for each kind of record you can map. Projects, Vendors and Cost Codes are the common ones; which others appear depends on your accounting system.
Integration Sync Analytics, a chart of how much has synced over a date range you pick.
Last integration activities, a running log of what SubBase has sent and received.
Buttons to add another integration, import records, edit the integration settings, and log out.
Who can use it
At a company with a live integration, any role can open the Integrations page and read it.
Connecting, mapping, importing, changing sync settings and logging out need a separate permission. By default Admin and Purchaser have it and the other roles do not. Your company can change this per role in Company Settings.
Without that permission the buttons are greyed out rather than hidden.
Notes and limits
Most companies connect 1 accounting system. A second is possible only if your company is set up for it. If not, the add button stays greyed out.
Sage 300 and Foundation appear as a live integration and as a download format. They are not the same thing.
The Integrations page controls whether the connection exists and what it syncs. Your orders and invoices themselves live on their own pages.
Best practices
Work out which of the 2 you have before you go hunting for a connection. If your accounting system is Sage 100, Sage 100 Contractor, Vista, Computer Ease or TCM, there is nothing to connect. Downloading the file is the whole workflow.
Sage 300 and Foundation are on both lists, so find out which one your company runs before you build a routine around it. A live connection and a downloaded file are different jobs done on different screens.
If this doesn't work
Start a chat from the Messenger in the bottom-left of this page, or email help@subbase.io. Include the order or project number and what you expected to happen.