SubBase and your accounting system each hold their own projects, vendors and cost codes. Mapping says which record matches which. Importing creates them in SubBase from your accounting system.
Before you start
A live integration, connected, with its first sync finished.
Permission to sync with your accounting system. Admin and Purchaser have it by default.
Map records
Open Integrations, then the tab for what you are mapping.
Read the direction tag beside the heading.
Click Switch Mapping Direction if you want the other one.
Narrow the list with All, Mapped or Unmapped.
Choose the matching record on each row.
The direction tag reads either SubBase to your system's name, or your system's name to SubBase. It decides which side is the source, so check it before you change anything.
Resync in the header re-runs the sync for the kind of record you are looking at. SubBase confirms with Resync has started successfully and carries on in the background.
Suggested mappings
Where SubBase can guess a match it shows a banner: SubBase uses AI to suggest mappings for your integration. You can approve individual suggestions line by line or the entire page at once.
Each suggested row carries a tick and a cross, Approve and Reject. The same pair at the top of the column reads Approve Page and Reject Page, and acts on every suggestion showing.
Import records into SubBase
When a project, vendor or cost code exists in your accounting system but not in SubBase, create it here instead of typing it again. The import button's tooltip reads Create projects, vendors and cost codes from integrated software.
On the Integrations tab, click the import button.
Choose Projects, Vendors or Cost Codes.
Use the filter box on the left list, headed Available in your system's name.
Click Reload to fetch anything added since you last looked.
Move what you want across to the right list, Projects to create in SubBase.
Check the counter above the button. The limit is 200.
Click Create with the count, for example Create 12 Projects.
What happens next
SubBase creates the records and tells you how many. Anything it could not create is reported in the same message as a failure count. Imported records drop out of the available list, because they now have a mapping.
Notes and limits
200 is the most you can import in one go. Above that the button refuses the selection, and the counter tells you how many you are over.
Importing creates the records in SubBase straight away. This screen has no undo, so check the right-hand list before you click.
Which tabs you get depends on your accounting system. Vendor Contacts, Materials, Cost Phases, Cost Classes and GL Accounts appear only for the systems that use them.
Rejecting a suggestion only dismisses it. It does not remove a mapping you already made.
Best practices
Read the direction tag before you change anything. The same screen maps SubBase to your system or your system to SubBase, and the 2 do different work.
Read AI suggestions before you use Approve Page. It approves every suggestion showing in 1 click, and they are guesses rather than confirmed matches.
Import in batches of 200 or fewer. The screen refuses a larger selection outright instead of trimming it, so an over-large list costs you a second pass anyway.
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.