Frequently asked questions

These are the questions customers ask most often about the Clockify Connector for Microsoft Dynamics 365 Business Central. Clockify is a product of CAKE.com. Microsoft Dynamics 365 Business Central is a product of Microsoft. The connector is built by Spainlink and is not a product of CAKE.com or Microsoft.

If your question is not answered here, see Support.

Reliability

Can a time entry ever post twice?

No. Every entry carries its Clockify entry id into your Business Central, on the journal line and on the posted ledger entry. Before writing, the connector asks Business Central what it already holds, and Business Central itself refuses a second copy of the same id. Re-running a sync is therefore always safe: a repeated run finds nothing left to do.

What about entries that are pending approval, or rejected?

They never touch your Business Central. Only entries that reach the Approved state in Clockify are synced, so drafts, submitted entries and rejected entries stay in Clockify. The moment an entry is approved, it becomes eligible and syncs on the next trigger, typically within seconds.

What if a person or project has no mapping yet?

The entry is held, never guessed. It is stored and shown as waiting in Business Central, with a message explaining what is missing, and nothing is invented on your behalf. Once you add the mapping, the entry syncs on the next run without anyone re-approving it in Clockify. See The mapping model for the full picture.

What happens if a webhook is missed or a system is briefly unavailable?

Nothing is lost. The webhook that fires on approval is the fast path, and a scheduled sync every 15 minutes is the backstop, re-checking a trailing window of days on every run. Because duplicates are refused structurally, the backstop can safely revisit entries it has already handled. The design is described in How it works.

Can we pause syncing?

Yes, and you do not need to uninstall anything. Syncing can be paused, and entries approved during the pause are picked up when syncing resumes, subject to the same validation as always. Pausing changes nothing that has already posted.

Accounting

What happens if someone edits or deletes an entry in Clockify after it posted?

Your books are never silently changed. Posted entries in Business Central are immutable, which is an accounting principle, not a limitation, so the connector flags the changed entry for review instead of touching the ledger. If a correction is warranted, it is made as a reversal entry that nets the original to zero, leaving both the original and the correction visible with a full trail.

Can we undo an entry that has already synced and posted?

Yes, by reversal. If 2.5 hours from resource CL001 landed on project PR00010 “Installation of S-200 Server”, task 1000, in error, a reversing entry of minus 2.5 hours nets it to zero. The project ledger then shows the original, the reversal, and the reason, which is exactly the trail a finance review expects. Nothing is deleted, because posted entries cannot be deleted.

How are time zones handled?

The posting date is the worker’s own calendar day in their time zone, never the server’s day. If Ana in one time zone logs an entry at 23:30 on the 4th, it posts on the 4th, even if a server elsewhere has already ticked over to the 5th. This keeps the ledger aligned with what each person actually reported.

What about currencies?

Version 1 supports USD only. Each line carries the member’s cost rate from Clockify in USD. Support for additional currencies is planned.

Does the connector set billing prices or create invoices?

No. Version 1 carries cost only: each line carries the member’s cost rate from Clockify, or the billable rate when no cost rate is set. Unit prices are not written and no invoices are created, so billing remains entirely your process inside Business Central. This gives you real per-project cost without inventing revenue figures.

Security and data

Where do our credentials live?

Never inside Business Central. Your Clockify API key is handed over through a secure channel, not plain email or chat, and is stored in the sync service’s configuration. On the Business Central side, the connector signs in as a registered application through Microsoft Entra and is limited by a least-privilege permission set that ships with the extension.

What data does the sync service store?

Almost none. The service is stateless: it reads Clockify, validates, and writes your Business Central, keeping no database of time data. The only stored configuration is the mapping document. Telemetry and logs are redacted, so no names and no entry descriptions appear in them.

Who can see the operations dashboard?

Spainlink operators, and only after Microsoft Entra sign-in. Your team does not need it: everything you monitor lives inside your Business Central, on the role center tiles (Received, In Journal, Posted, Failed), the charts, the time entries list with per-entry error messages, and the sync log.

Is there an audit trail we can rely on?

Yes. The extension keeps an append-only sync log inside Business Central that records every write, post, modification flag and staging deletion, with timestamps. Nothing in it can be edited or deleted by anyone, including administrators. It is built for finance review and compliance.

Scope

Does the connector use Business Central Time Sheets?

Deliberately not in version 1. Approval already happens once, in Clockify, and routing entries through the Time Sheets module would mean approving the same hours twice. Entries go straight to a Project Journal Line and post to the Project Ledger. A Time Sheets mode is a possible future phase.

Does anything get written back into Clockify?

No. The connector reads from Clockify and writes to your Business Central, in one direction only. Your entries, approvals, projects and users in Clockify stay exactly as your team manages them.