Use this article when duplicate jobs appear in Adaptive and you need to decide whether to deactivate a job in Adaptive or remove the duplicate in QuickBooks.
1. Review the Duplicate Jobs
Before making changes, compare the duplicate jobs and confirm which one your team should keep.
Check:
Which job is connected to the correct QuickBooks customer, sub-customer, or project
Which job has bills, receipts, purchase orders, draws, or budget activity
Which job your team is actively using
Important: If both jobs have activity, do not deactivate either job until you have reviewed where the activity should live.
2. Move Activity Before Deactivating a Duplicate
If transactions or budget lines are tied to the duplicate job, move or reclassify them before deactivating the job.
To move activity:
Open the relevant transaction or budget activity.
Update the Job field to the job you want to keep.
Save the change.
Confirm the activity appears on the correct job.
Some records may have editing restrictions, especially if books are closed in QuickBooks or the transaction has already been synced.
3. Deactivate a Job in Adaptive
Use deactivation when the duplicate job should no longer be used in Adaptive.
To deactivate a job:
Go to Jobs.
Open the Active tab.
Select the duplicate job.
Click Deactivate.
You can also open the job, click Settings, turn off Active, and save.
Deactivated jobs move to the Inactive tab and are hidden from active job workflows.
4. Delete or Merge Jobs in QuickBooks
If the duplicate came from QuickBooks, make the cleanup in QuickBooks first, then sync Adaptive.
Depending on your QuickBooks setup, you may need to:
Delete the duplicate job
Merge duplicate customers, sub-customers, or projects
Mark the duplicate inactive
After the QuickBooks cleanup is complete, run a sync and confirm the job list in Adaptive updated as expected.
5. Reactivate a Job if Needed
If you deactivate the wrong job, you can reactivate it.
To reactivate a job:
Go to Jobs.
Open the Inactive tab.
Select the job.
Click Activate.
The job will return to the Active tab.
If you have any questions that our Knowledge Base resources aren't able to help you with, please reach out to us directly at [email protected]!