How to Integrate with Harvest
Forecast integrates with Harvest, our time tracking and invoicing app. Here’s how to set up the integration:
- If you haven’t already, open a free 30-day Forecast trial (we highly recommend using the same email address for both Harvest and Forecast).
- Once you’re signed in to Forecast, head to your Settings (upper right corner).
- In the Harvest Integration section, click Connect to Harvest.
- You’ll be presented with a list of your Harvest accounts. Choose the account you’d like to connect to your Forecast account.
- Next, you’ll be prompted to import clients and projects. Just check off what you’d like to import, then click Import and Continue. You can also choose to import later. Note that importing projects doesn’t import the people included on them—you’ll import your team separately in the next step.
- Now for importing people! Select the people you’d like to import, then click Import and Finish.
That’s it! You’ve linked Harvest to Forecast and imported your clients, projects, and team! Some things to note:
- Importing people won’t invite them to join Forecast. You should invite your team to Forecast next.
- If you currently have sample data enabled in your Harvest trial account, you’ll have the option to import sample people and projects into your Forecast account. If you do import them, removing the sample data in Harvest won’t automatically remove it in Forecast—you’ll need to manually delete those items there, as well.
- You can link any new clients, projects, and team members between Harvest and Forecast by following the instructions here.
- A single Harvest account can only be linked to a single Forecast account at any given time, and vice versa.
- You can disconnect from Harvest at any time.
What the Integration Offers
Once connected, remaining budgeted hours in Harvest projects will appear in Forecast, so you can easily compare your remaining budget to remaining scheduled time. You’re also able to go directly to a project analysis page in Harvest from Forecast, either by clicking the remaining budget hour total or using the View Report in Harvest option from a project’s Actions menu.
In addition, your team’s scheduled time is sent over to Harvest, allowing more insight when analyzing projects.
- Compare Forecast’s estimated hours with Harvest’s tracked hours, to help you both plan for the future and see where you’ve been.
- Run projects more predictably by seeing your project’s health. We’ll let you know if your project is going to hit the budget, and if you go over, by how much. And if the project is budgeted by total project hours or hours per person, we’ll show you visually in the graph when you plan to hit the budget.
Below is an example of project health. Notice how this project’s tracked time isn’t over budget yet, but based on the scheduled time from Forecast, you can predict that you will be in a few weeks. We also let you know how much you’ll exceed the budget so you can better plan your time or make other arrangements.
Learn more about how Harvest and Forecast work together to save you time and help you plan future projects more intelligently.
Syncing New Clients, Projects, and People
Even after the initial integration and importing process, you have a few different options for linking new clients, projects, and people between the two apps.
If both Harvest and Forecast already have versions of the same client, project, or person, but they aren’t linked, using any of the methods below will link the Harvest and Forecast versions without creating a duplicate. For projects, this will only work as long as the project has the same name and client in both accounts. Project codes do not have to match, but note that the Harvest project code will overwrite the Forecast one in this case.
Importing Data from Harvest to Forecast Later
After you integrate, if you add new information to your Harvest account, or didn’t import when you first integrated the accounts, you can import that data into Forecast later on. Here’s how to do that:
- Head to Manage and go to your Clients, Projects, or Team section, depending on what you want to import.
- Click the Import from Harvest button in the top right.
- Select the items you want to import, then click the green Import… button.
Pushing Projects from Harvest to Forecast
Once the integration is set up, you’ll see a new option when creating or editing a project in Harvest. Check the Create this project in Forecast so you can plan your team’s time box to do just that.
Pushing Projects from Forecast to Harvest
You don’t need to always create projects in Harvest first. Once the integration is set up, you’ll see a new project action after creating a project in Forecast. Click a project’s Actions menu and select Create Project in Harvest. You’ll most likely want to then follow the link to continue setting up the project in Harvest so you can choose a billing method, set a budget, and add or remove tasks and people.
If people are already scheduled to the Forecast project, they’ll automatically be assigned to the new Harvest project, as long as they’re already in Harvest and their profiles are linked between the accounts.
How Data Syncs Between Forecast and Harvest
After you’ve integrated your accounts and linked your clients, projects, and people, some changes to your data will sync automatically, while others will require you to make changes in both accounts.
Data that automatically syncs:
For Linked Projects
- Edits to project name, code, and client.
- The archived or active status of a project.
- The remaining budgets of your Harvest projects. You can see more about this feature here.
For Linked Clients
- Edits to client name.
- The archived or active status of a client.
For Linked People
- Edits made by a person to their name or email address, if that person has permission to sign into Forecast.
- Edits made to a person’s name by another user, if the edited person has permission to sign into Forecast.
- Edits to a person’s capacity.
- Edits to a person’s roles.
- Edits to your company’s default capacity or an individual person’s capacity.
- The creation, deletion, or editing of any roles.
Data that doesn’t automatically sync:
For Linked Projects
- New projects added to either Harvest or Forecast. If you create a new project in either account, you’ll need to either manually import it from Harvest to Forecast or push the project from one app to the other. You can read more about these options above.
For Linked Clients
- New clients added to Harvest. If you create a new client in Harvest, you’ll need to manually import it from Harvest to Forecast or sync it to Forecast by pushing a project that belongs to the client from Harvest to Forecast.
- New clients added to Forecast. If you create a new client in Forecast, it can only be synced to Harvest if you push a project that belongs to the client from Forecast to Harvest.
For Linked People
- The archived or active status of a person.
- Edits made to a person’s email address by another user.
- Edits made to a person’s name by another user, if that person doesn’t have permission to sign into Forecast.
- Edits made by a person to their name or email address in Harvest, if that person doesn’t have permission to sign into Forecast.
- People added to either Harvest or Forecast after you set up the integration. If you create completely new data in Harvest, you must choose to import it into Forecast (see how to do that below).
- People created in Forecast can’t be synced or imported into Harvest. We recommend always creating new team members in Harvest first.
Disconnecting from Harvest
If you no longer want your Harvest and Forecast accounts linked, simply use the Disconnect link on your Settings page.
If you disconnect, the data you’ve imported into Forecast will stay right where it is! However, the link between your Harvest data and your Forecast data will be permanently severed.
If you re-integrate Harvest with Forecast, you can re-link clients, projects, and people from your Harvest and Forecast accounts by importing them again, but this will only work if the project and client names are a character-for-character match.