Integrations

Integrations

Overview

Octayne PSA connects with a variety of third-party services to streamline your workflows, reduce data entry, and keep your tools in sync. All integrations are managed from a single location: Settings > Integrations. From there you can connect, configure, monitor, and disconnect each integration.

The platform currently supports the following integrations:

• QuickBooks Online -- Accounting and invoicing sync
• Microsoft 365 Organizational -- Org-wide access to Teams and Outlook data
• Microsoft Outlook (Personal) -- Personal calendar sync with Time Ledger
• Atlassian Jira -- Issue tracking and project linking
• Google Calendar -- Calendar sync and availability
• Ramp Expenses -- Automated expense synchronization
• Octayne AI Note Generator -- AI-powered time entry and description assistance

[Screenshot: Settings > Integrations landing page showing all available integration cards with connection status indicators]

QuickBooks Online

Connecting

QuickBooks Online (QBO) integration enables two-way synchronization of clients, customers, and invoices between Octayne and your QuickBooks account.

1. Navigate to Settings > Integrations.
2. Locate the QuickBooks Online card and click Connect.
3. You will be redirected to the QuickBooks authorization page (OAuth flow).
4. Log in with your QuickBooks credentials and authorize Octayne to access your QBO data.
5. Upon successful authorization, you are returned to Octayne. The integration card now shows a Connected status along with your Realm ID (QuickBooks company identifier).

[Screenshot: QuickBooks Online integration card showing Connected status and Realm ID]

Note: The user who connects QuickBooks must have admin-level access in both Octayne and QuickBooks Online.

Syncing Clients / Customers

Once connected, you can synchronize your client/customer data:

• Import from QBO -- Pull your QuickBooks customer list into Octayne. Navigate to the QuickBooks integration settings and click Import Customers. Review the list and confirm the import.
• Link Platform Clients to QBO Customers -- If you already have clients in Octayne, you can link them to their corresponding QBO customer records. Open a client's detail page, find the QuickBooks Link section, and select the matching QBO customer from the dropdown.

Tip: Link your clients before syncing invoices. This ensures that invoices are attributed to the correct customer on both sides.

Syncing Invoices

• Push Invoices to QBO -- When you finalize an invoice in Octayne, you can push it to QuickBooks. Open the invoice and click Sync to QuickBooks. The invoice will be created in QBO under the linked customer.
• Import Invoices from QBO -- Pull existing QuickBooks invoices into Octayne for consolidated reporting. Navigate to the QuickBooks integration settings and click Import Invoices.

Sync Status Monitoring

The QuickBooks integration panel displays a sync status log showing:

• Last sync timestamp
• Number of records synced (clients, invoices)
• Any sync errors or warnings

[Screenshot: QuickBooks sync status panel showing last sync time, records synced, and an error log entry]

Force Resync

If data appears out of sync between Octayne and QuickBooks:

1. Navigate to Settings > Integrations > QuickBooks Online.
2. Click Force Resync.
3. The system re-fetches all data from QuickBooks and reconciles it with Octayne records.

Warning: Force Resync can take several minutes for large datasets. Avoid making changes in either system during the resync process.

Disconnecting

1. Navigate to Settings > Integrations > QuickBooks Online.
2. Click Disconnect.
3. Confirm the disconnection in the dialog.

Note: Disconnecting does not delete any data that was previously synced. Records imported from QuickBooks remain in Octayne.

Troubleshooting QuickBooks Issues

• "Authorization expired" -- QuickBooks OAuth tokens expire periodically. Reconnect by clicking Reconnect on the integration card.
• Invoice sync fails -- Ensure the client is linked to a QBO customer. Unlinked clients cannot have invoices pushed to QuickBooks.
• Duplicate customers after import -- Check for slight name variations between Octayne clients and QBO customers. Merge duplicates manually.
• Realm ID mismatch -- If you see a Realm ID mismatch error, you may have connected to the wrong QuickBooks company. Disconnect and reconnect with the correct credentials.

Microsoft 365 Organizational

What It Provides

The Microsoft 365 Organizational integration grants Octayne org-wide access to Microsoft Teams and Outlook data. This enables features such as:

• Viewing team availability based on Outlook calendars
• Accessing Teams channel data for project coordination
• Organization-wide calendar visibility for resource planning

Note: This is an organization-level integration and differs from the personal Microsoft Outlook integration described in the next section.

Admin Consent Flow

Because this integration accesses data across your entire Microsoft 365 tenant, it requires organization admin consent.

1. Navigate to Settings > Integrations.
2. Locate the Microsoft 365 Organizational card and click Connect.
3. You will be redirected to the Microsoft admin consent page.
4. A user with Microsoft 365 Global Administrator or Application Administrator privileges must log in and grant consent.
5. After consenting, Microsoft redirects back to Octayne.

[Screenshot: Microsoft admin consent screen showing the permissions Octayne is requesting]

Warning: Only a Microsoft 365 administrator can complete this flow. If you are not an admin, coordinate with your IT department to proceed.

Admin Consent Callback

After the admin grants consent, the callback URL returns control to Octayne. The integration status updates to Connected. If the callback fails:

• Verify that your organization's firewall or proxy does not block the redirect URL.
• Try the consent flow again from an incognito/private browser window.
• Contact Octayne support if the issue persists.

Disconnecting

1. Navigate to Settings > Integrations > Microsoft 365 Organizational.
2. Click Disconnect.
3. Confirm the disconnection.

Note: Disconnecting removes Octayne's access to your Microsoft 365 tenant data. You may also want to revoke the application's permissions in your Microsoft Azure AD portal.

Microsoft Outlook (Personal)

Connecting

The personal Microsoft Outlook integration connects your individual Outlook calendar to the Octayne Time Ledger.

1. Navigate to Settings > Integrations.
2. Locate the Microsoft Outlook card and click Connect.
3. You will be redirected to Microsoft's OAuth login page.
4. Log in with your personal or work Microsoft account and authorize Octayne.
5. Upon return, the integration shows as Connected.

[Screenshot: Microsoft Outlook integration card showing Connected status with the user's email]

Calendar Sync with Time Ledger

Once connected, your Outlook calendar events appear alongside your time entries in the Time Ledger.

• Calendar events are displayed as read-only blocks in the Time Ledger's daily or weekly view.
• Events are color-coded to distinguish them from time entries.
• The sync refreshes automatically at regular intervals.

Viewing Calendar Events Alongside Time Entries

In the Time Ledger:

1. Switch to Day or Week view.
2. Calendar events from Outlook appear as colored blocks in the timeline.
3. Hover over an event to see its details (title, time, attendees).

[Screenshot: Time Ledger day view showing Outlook calendar events alongside logged time entries]

Creating Time Entries from Calendar Events

You can convert a calendar event directly into a time entry:

1. Click on a calendar event in the Time Ledger.
2. A dialog appears with the event details pre-filled (date, start time, end time, description).
3. Select a Project and Task from the dropdowns.
4. Adjust the details as needed.
5. Click Save to create the time entry.

Tip: This is especially useful for meetings that are billable. Instead of manually entering the time, just click the calendar event and assign it to a project.

Disconnecting

1. Navigate to Settings > Integrations > Microsoft Outlook.
2. Click Disconnect.
3. Calendar events will no longer appear in the Time Ledger.

Atlassian Jira

Connecting

The Jira integration allows you to search for and link Jira issues to Octayne projects and time entries.

1. Navigate to Settings > Integrations.
2. Locate the Atlassian Jira card and click Connect.
3. You will be redirected to the Atlassian OAuth authorization page.
4. Log in with your Atlassian account and authorize Octayne to access your Jira instance.
5. Upon return, select the Jira site (if you have multiple) and confirm.

[Screenshot: Atlassian Jira integration card showing Connected status with the Jira site URL]

Searching Jira Issues from Within Octayne

Once connected, you can search for Jira issues directly from within Octayne:

1. When creating or editing a time entry or project task, look for the Link Jira Issue button or search field.
2. Type a Jira issue key (e.g., "PROJ-123") or search by summary text.
3. Results from your connected Jira instance appear in a dropdown.

Linking Jira Issues to Projects/Entries

• Link to a Project -- In the project detail view, navigate to the integrations or linked items section and search for a Jira issue to associate.
• Link to a Time Entry -- When logging time, use the Jira issue search to attach the relevant issue. This creates a traceable connection between your time tracking and your issue tracker.

Tip: Linking Jira issues to time entries makes it easy to generate reports showing how much time was spent on each issue or epic.

Disconnecting

1. Navigate to Settings > Integrations > Atlassian Jira.
2. Click Disconnect.
3. Existing links between Jira issues and Octayne records are preserved as text references, but live Jira data will no longer be accessible.

Google Calendar

Connecting

The Google Calendar integration syncs your Google Calendar events with Octayne.

1. Navigate to Settings > Integrations.
2. Locate the Google Calendar card and click Connect.
3. You will be redirected to Google's OAuth consent screen.
4. Log in with your Google account and authorize Octayne to read your calendar events.
5. Upon return, the integration shows as Connected.

[Screenshot: Google Calendar integration card showing Connected status]

Calendar Sync and Availability

Once connected, your Google Calendar events are visible in the Time Ledger, similar to the Outlook integration:

• Events appear as colored blocks in the Time Ledger day and week views.
• Your availability based on calendar data can be used for resource planning.
• You can create time entries from calendar events using the same workflow as described in the Outlook section.

Note: If you have both Outlook and Google Calendar connected, events from both calendars appear in the Time Ledger with distinct color coding.

Disconnecting

1. Navigate to Settings > Integrations > Google Calendar.
2. Click Disconnect.
3. Google Calendar events will no longer appear in the Time Ledger.

Ramp Expenses

Connecting

The Ramp integration automatically imports expenses from your Ramp corporate card platform into Octayne.

1. Navigate to Settings > Integrations.
2. Locate the Ramp Expenses card and click Connect.
3. The connection uses an OAuth + Client Credentials flow:

• You will be redirected to Ramp's authorization page.
• Authorize Octayne to access your Ramp data.
• Octayne securely stores the credentials for ongoing sync.

1. Upon return, the integration shows as Connected.

[Screenshot: Ramp Expenses integration card showing Connected status and last sync timestamp]

How Ramp Expenses Sync

Once connected, Ramp expenses are periodically synchronized into Octayne:

• New transactions from Ramp appear in the Expenses module.
• Each synced expense includes the merchant name, amount, date, and Ramp category.
• Sync runs automatically at regular intervals.

Mapping Ramp Expenses to Octayne Projects

Synced Ramp expenses need to be mapped to Octayne projects and expense categories:

1. Navigate to Expenses.
2. Locate a synced Ramp expense (indicated by a Ramp icon or badge).
3. Click to edit the expense.
4. Select the appropriate Project and Expense Category from the dropdowns.
5. Click Save.

Tip: Set up default mappings in the Ramp integration settings to automatically assign common merchants to specific projects or categories, reducing manual work.

Viewing and Editing Synced Expenses

Synced Ramp expenses can be viewed and edited like any other expense in Octayne. You can:

• Add or modify the description.
• Change the project or category assignment.
• Attach receipts or supporting documents.
• Submit expenses for approval through the standard workflow.

Note: Changes made in Octayne do not sync back to Ramp. Ramp remains the source of truth for transaction data.

Disconnecting

1. Navigate to Settings > Integrations > Ramp Expenses.
2. Click Disconnect.
3. Previously synced expenses remain in Octayne but no new expenses will be imported.

Octayne AI Note Generator

Enabling the Integration

The AI Note Generator is an internal Octayne integration that provides AI-powered assistance for time entry creation and descriptions.

1. Navigate to Settings > Integrations.
2. Locate the Octayne AI Note Generator card.
3. Click Enable.

Note: This integration requires the ENABLE_AI_ASSISTANT feature flag to be active. If you do not see the AI Note Generator card, check Settings > Feature Flags.

How Note AI Converts Freeform Notes into Time Entries

Note AI is a powerful feature that takes your unstructured notes about daily activities and converts them into structured time entries.

1. In the Time Ledger, click Note AI (or use the AI icon).
2. Type or paste your freeform notes. For example: "Spent the morning on the Alpha project reviewing the API design. Had a 1-hour call with the client about scope changes after lunch. Then worked on the proposal deck for about 2 hours."
3. Click Generate Entries.
4. Note AI parses your text and creates individual time entries with appropriate projects, durations, and descriptions.
5. Review the generated entries and adjust as needed before saving.

[Screenshot: Note AI interface showing freeform text input on the left and generated time entries on the right]

Ask AI for Time Entry Descriptions

When logging time manually, you can use Ask AI to generate a professional, comprehensive description from brief input:

1. In a time entry form, click the Ask AI button next to the description field.
2. Enter a short, informal description (e.g., "fixed login bug").
3. AI generates a detailed, professional description (e.g., "Investigated and resolved authentication issue affecting user login flow. Identified root cause in session token validation logic and deployed fix.").
4. Accept the suggestion or modify it.

AI-Powered Spell Check

The AI integration includes a spell check feature that automatically reviews time entry descriptions and suggests corrections:

1. After typing a description in a time entry, click the Spell Check icon.
2. AI reviews the text and highlights errors.
3. Accept suggested corrections or dismiss them.

Managing Integrations

Viewing Connection Status

The Integrations page (Settings > Integrations) shows all available integrations as cards. Each card displays:

• Integration name and logo
• Connection status -- Connected, Disconnected, or Error
• Connected account -- The email or account used for the connection
• Last sync time -- When data was last synchronized

[Screenshot: Integrations page showing a mix of connected and disconnected integration cards]

Disconnecting Integrations

To disconnect any integration:

1. Navigate to Settings > Integrations.
2. Click on the integration card or its Manage button.
3. Click Disconnect.
4. Confirm the disconnection in the dialog.

Note: Disconnecting an integration does not delete previously synced data. All records imported through the integration remain in Octayne.

Re-authenticating Expired Connections

OAuth tokens used by integrations may expire over time. When this happens:

• The integration card displays an Error or Expired status.
• A Reconnect button appears on the card.
• Click Reconnect to go through the OAuth flow again without losing your existing configuration or data.

Tip: If you see frequent token expirations, check that your third-party account's security settings allow long-lived application tokens.

Troubleshooting

An integration shows "Error" status but I have not changed anything

• OAuth tokens may have expired. Click Reconnect to re-authenticate.
• The third-party service may be experiencing downtime. Check their status page.
• Your network firewall or proxy may be blocking the OAuth redirect. Try from a different network.

Data is not syncing between Octayne and the third-party service

• Check the Last Sync timestamp on the integration card. If it is stale, click Force Resync (where available).
• Verify that the connected account has sufficient permissions in the third-party service.
• Check the sync status log for specific error messages.

I connected the wrong account

• Disconnect the integration and reconnect using the correct account credentials.

Calendar events are not appearing in the Time Ledger

• Ensure the calendar integration (Outlook or Google) shows as Connected in Settings > Integrations.
• Verify that you have events on the calendar for the date range you are viewing in the Time Ledger.
• Try refreshing the page or waiting a few minutes for the sync to complete.

QuickBooks invoices are duplicated

• This can occur if invoices were manually created in both systems. Use the linking feature to associate existing records rather than importing duplicates.
• Review the sync log for details on which records were created during import.

FAQ

Q: Can I connect multiple QuickBooks companies?

A: Currently, Octayne supports one QuickBooks Online connection per organization. If you manage multiple QBO companies, you will need separate Octayne organizations for each.

Q: Do integrations count against my subscription plan?

A: Most integrations are included in all plans. Some premium integrations (like the AI Note Generator) may require a specific plan tier. Check your plan details or contact your account manager.

Q: Can individual members connect their own calendar integrations?

A: Yes. The Microsoft Outlook (Personal) and Google Calendar integrations are per-user. Each member connects their own account. The Microsoft 365 Organizational integration, by contrast, is org-wide and requires an admin.

Q: Is my data secure when using integrations?

A: Octayne uses industry-standard OAuth 2.0 for all third-party connections. Credentials are never stored in plain text. Data in transit is encrypted via TLS. Refer to Octayne's security documentation for more details.

Q: Can I use both Google Calendar and Outlook calendar simultaneously?

A: Yes. Both integrations can be active at the same time. Events from both calendars appear in the Time Ledger with distinct visual indicators so you can tell them apart.

Q: How do I know which Jira issues are already linked to Octayne records?

A: Linked Jira issues display a badge or icon on the associated project or time entry. You can also search for linked issues in the Jira integration settings panel.