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Most of the information BigTime shares with QuickBooks is transferred behind the scenes. As a general rule, BigTime will transfer data to QuickBooks right away. If you add new data to QuickBooks, BigTime will spot it in one of two ways:
Before we take a quick look at those two options, it's helpful to have a basic understanding of how BigTime establishes a connection with your QuickBooks data file.
When you install BigTime, you install a program on your BigTime system called the Monitor. Whenever BigTime needs to do something that a typical "internet user" shouldn't be able to do (e.g. - access your QuickBooks file), that request is handled by the BigTime Monitor.
We talk about how the Monitor works elsewhere in the system guide. Here, however, it's important to remember that the Monitor is the program connecting to your QuickBooks file, not the individual user. BigTime's connection to QuickBooks is centralized: it doesn't create a new link for every person that logs into BigTime. You may have hundreds of users, but Monitor only creates and maintains ONE connection to your QuickBooks data file.
If, for example, one of your managers logs into the system from off-site and creates a new project. They have the option to "post" that new project to QuickBooks. If the manager selects that option, then the program asks the Monitor to post the project to QuickBooks behind the scenes. Monitor verifies the user's security rights, logs into your QuickBooks file, adds the new project, and tells the user when it's done.
Every piece of information that flows between BigTime and QuickBooks flows through that single connection point.
When Monitor shares data with QuickBooks, it starts out by logging in to your QuickBooks data file.
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