Smart Sync Explained

Smart Sync is the engine that keeps your Google Ads data fresh. Instead of pulling all historical data every time (slow and wasteful), it figures out what's new since your last sync and only grabs that. This makes syncing 30x faster while staying within Google's API limits.

This guide explains how it works, what data it pulls, and when to use it.

What You'll Learn

Time needed: 8 minutes to read

What is Smart Sync?

Simple explanation: Smart Sync looks at when you last synced, then only pulls new data from that date forward.

Example:

[Screenshot: Smart Sync progress showing "Syncing last 3 days..."] Smart Sync only pulls what's new - much faster than full sync

Smart Sync vs Full Sync

Smart Sync (Default - Use This)

What it does:

When to use:

How often: Once per day is perfect

Full Sync (Use Sparingly)

What it does:

When to use:

How often: Rarely - only when needed

[Screenshot: Actions menu showing both Smart Sync and Full Sync options] Smart Sync is the default - Full Sync is for special cases

How Smart Sync Calculates Date Range

Smart Sync uses smart logic to determine what data to pull:

The Calculation

Smart Sync automatically determines the optimal date range:

Why the 1-Day Buffer?

Google Ads data can change retroactively:

The buffer ensures we don't miss updates to recent data.

Example Scenarios

Scenario 1: Daily sync

Scenario 2: Missed a few days

Scenario 3: First time sync

[Screenshot: Sync logs showing calculated date range] System logs show exactly what date range was synced

What Data Gets Synced

Smart Sync pulls 12 types of data from Google Ads:

1. Campaign Data

What it includes:

Why it matters: Foundation for all other data

2. Ad Group Data

What it includes:

Why it matters: Organizes keywords and ads into logical groups

3. Keyword Data

What it includes:

Why it matters: Core of search advertising - where budget is spent

4. Ad Creative Data

What it includes:

Why it matters: What users actually see in search results

5. Search Term Data

What it includes:

Why it matters: Shows if your keywords match user intent

6. Geographic Performance

What it includes:

Why it matters: Identify high-performing and low-performing regions

7. Conversion Data

What it includes:

Why it matters: Tracks ROI and business outcomes

8. Budget Tracking

What it includes:

Why it matters: Prevents budget overruns

9. Quality Score Data

What it includes:

Why it matters: Affects ad rank and cost-per-click

10. Extensions

What it includes:

Why it matters: Makes ads more prominent and clickable

11. Audience Data

What it includes:

Why it matters: Shows which audiences convert best

12. Campaign Settings

What it includes:

Why it matters: Affects how campaigns run

[Screenshot: Sync progress showing all 12 data types] You can see each data type being synced in real-time

How Long Syncs Take

Factors Affecting Speed

Account size:

Date range:

Data complexity:

Why Smart Sync is Fast

Batched operations: Pulls data in batches, not one-by-one Parallel processing: Multiple data types synced simultaneously Optimized queries: Only requests needed fields Smart caching: Re-uses data that hasn't changed

Result: 30x faster than naive sync approaches

[Screenshot: Comparison showing Smart Sync vs traditional sync times] Smart Sync completes in minutes what used to take hours

When Sync Runs

Automatic Daily Sync

Default schedule: 2:00 AM your local time

How it works:

Customization: Go to Settings → Sync Schedule to change time

Manual Sync

From client list:

  1. Click Actions (⋮) → Smart Sync
  2. Sync starts immediately
  3. Progress shows in Status column

Bulk sync:

  1. Select multiple clients (checkboxes)
  2. Click Bulk Actions → Sync Selected
  3. All clients queue up and sync in order

When to use: Before client calls, after Google Ads changes

[Screenshot: Sync schedule settings showing time picker] Customize when automatic syncs run

Sync Queue and Concurrency

How the Queue Works

Concurrent limit: 5 clients syncing at once

Why the limit:

Queue behavior:

Checking Queue Position

From client list:

From sync logs:

[Screenshot: Client list showing mix of syncing, queued, and completed statuses] Queue ensures syncs complete successfully without hitting rate limits

Understanding Sync Progress

Progress Indicators

Percentage complete: 0% → 100%

Current operation: Syncing campaigns...

Estimated time remaining: ~2 minutes left

[Screenshot: Sync progress bar showing 67% complete, "Syncing keywords..."] Real-time progress keeps you informed

What Happens During Sync

PerfoAds connects to Google Ads, downloads your latest performance data, and updates your dashboard with fresh metrics. You'll see a progress bar showing real-time updates as the sync completes.

Tips & Best Practices

Daily Routine

Let auto-sync handle it: Set it once, forget about it

Morning check: Look for failed syncs

Before Client Calls

Quick refresh:

  1. Find client in list
  2. Smart Sync (2-4 minutes)
  3. Open client detail page
  4. You have fresh data for the call

Don't over-sync: Syncing every hour wastes API quota and provides minimal benefit

For Large Accounts

Stagger sync times: Don't sync 50 clients at 2 AM

Consider less frequent syncs: Some clients don't need daily updates

Smart Sync is designed to be efficient with Google's API limits. If you're syncing many clients frequently and notice slower performance, consider reducing sync frequency for less active clients or spreading syncs throughout the day.

Common Questions

Q: What's the difference between Smart Sync and Full Sync? A: Smart Sync only pulls new data since last sync (fast). Full Sync re-syncs all historical data (slow). Use Smart Sync 99% of the time.

Q: How often should I sync? A: Once per day is perfect for most accounts. More frequent syncing provides minimal benefit and wastes API quota.

Q: Can I sync while I'm viewing a client's data? A: Yes! Sync runs in the background. The page will update automatically when new data arrives.

Q: What if I make changes in Google Ads - do I need to sync right away? A: You can, but it's not required. Changes will appear in your next scheduled sync (usually within 24 hours). If you need to see them immediately, run a manual Smart Sync.

Q: Does syncing use my Google Ads API quota? A: Yes, but Smart Sync is designed to stay well within limits. You'd need to sync hundreds of clients daily to approach quota.

Q: What happens if sync fails? A: The system logs the error and you'll see "Failed" status. Check Sync Logs for details. Usually it's a temporary issue - try syncing again.

Q: Can I pause automatic syncing for a client? A: Auto-sync is controlled globally in Settings. You can disable it for all clients, but there is no per-client auto-sync control.

Troubleshooting Sync Issues

Problem: Sync stuck at 0%

Symptom: Progress shows 0% for 5+ minutes

Possible causes:

Solution:

  1. Wait 10 minutes (some accounts are just slow to start)
  2. Check your internet connection
  3. If still stuck after 15 minutes, cancel and retry
  4. Check Sync Logs for error details

Problem: Sync fails with "Permission denied"

Symptom: Sync starts but immediately fails with auth error

Possible causes:

Solution:

  1. Go to Settings → Connected Accounts
  2. Click "Reconnect Google Ads"
  3. Approve all permissions
  4. Try syncing again

Problem: Sync completes but data looks wrong

Symptom: Numbers don't match Google Ads interface

Possible causes:

Solution:

  1. Refresh the page (Ctrl+R or Cmd+R)
  2. Check date range - make sure it matches
  3. Compare time zones (PerfoAds uses account time zone)
  4. If still wrong, run a Full Sync to re-pull all data

Problem: Sync takes forever

Symptom: Sync runs for 30+ minutes

Possible causes:

Solution:

  1. Check if you accidentally started Full Sync
  2. For huge accounts, this is normal
  3. Consider breaking into multiple client entries if manageable
  4. Contact support if syncs consistently take 45+ minutes

Next Steps

Now that you understand how Smart Sync works, explore related topics:

Want to change your sync schedule? Go to Settings → Sync Schedule

Need to troubleshoot a failed sync? Check the Sync Logs page

Have a huge account? Contact contact@perfoads.com for optimization tips

Last Updated: October 4, 2025