Connect SubBase to your accounting or ERP system so orders and invoices you create here are created there too.
Before you start
Permission to sync with your accounting system. Admin and Purchaser have it by default.
Integrations are available on some plans. Check with your account team.
Your accounting system login, and the accounting company you mean to connect.
Steps
Open the menu at the far right of the top navigation bar.
Click Integrations.
Click Connect Integration.
Choose your system from the list.
Sign in to that system and allow the connection.
What happens next
SubBase starts its first sync and shows a progress circle, with a note that reads This process can take a few minutes. You can keep working while it runs. SubBase emails you when the sync is done.
While that first sync runs, every button on the Integrations page is disabled, including log out.
When it finishes the page confirms the connection and the header changes to Connected with your system's name. Two panels appear: Integration Sync Analytics, and Last integration activities for the log of what has been sent and received.
Turn syncing on
On the Integrations tab, click the settings button. Its tooltip reads Edit integration settings.
Under Sync Settings, tick Sync Purchase Orders, Sync Invoices, or both.
Close the panel.
Each box saves the moment you tick it. Untick one at any time to stop that kind of record syncing. Some systems add their own options below these 2, and those differ by system.
If the first sync fails
The page shows an error saying the initial sync failed, with the reason underneath when there is one, and tells you to log out of the integration and reconnect to retry. Log out with Delete all data and mappings left off, or you will throw away work you can keep. If it fails again, contact us.
Disconnecting, and what it destroys
Log out in the page header disconnects SubBase from your accounting system. The dialog reads Log out? and carries 1 switch, Delete all data and mappings, which is off when the dialog opens.
Left off: your mappings and everything already synced stay in SubBase. You can reconnect later, but only to the same accounting company as before. Connect to a different one and those mappings are no use to you.
Turned on: every mapping between SubBase and your accounting system is deleted, and so is the whole history of integrated invoices and orders. Reconnecting leaves you with an empty mapping table. For some connections the dialog adds that SubBase keeps a copy of your Projects, Vendors, Cost Codes and Cost Classes mappings so they can be recovered if you move to another provider. Read the dialog, because it tells you which case you are in.
On some Foundation connections the switch is not offered at all and logging out deletes the mappings and the history either way. The dialog says so before you confirm.
Neither choice deletes your orders, invoices or projects in SubBase. What goes is the link between them and your accounting system.
You cannot log out while the first sync is running, and you cannot log out without the sync permission. The button is greyed out in both cases. Once you confirm, SubBase replies Log out process started and shows that it is logging out while the disconnection runs.
Notes and limits
Adding a second integration needs your company to be set up for it. Otherwise the add button stays greyed out.
Without the sync permission you can read the page but every control on it is disabled. Your company sets this per role in Company Settings.
SubBase does not delete anything in your accounting system when you log out.
Best practices
Connect the accounting company you mean to keep. Logging out and reconnecting only restores what you had if you reconnect to the same company as before.
Map your projects, vendors and cost codes before you tick the sync boxes. SubBase puts them in that order itself: its message after the first sync tells you to map your data, and says that doing so is what lets you create purchase orders and invoices in your accounting system.
Start the first sync when you can leave the page alone. Every button on it is disabled until the sync finishes, and you get an email when it is done, so there is nothing to watch.
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.