ProfilePilot offers two ways to sync reviews from Google Business Profile: Incremental Reviews and Backfill Google Reviews. Understanding when to use each method helps you stay current efficiently while avoiding unnecessary API costs.

Incremental Reviews Sync processes up to 100 locations at a time, prioritizing locations that haven't been synced recently (ordered by last_fetched_at). For each location, it fetches ALL pages of reviews (up to 10 pages per location, 50 reviews per page). After processing, it updates the timestamp so those locations move to the back of the queue.

Per-Account Incremental Sync: When an account is selected in Admin settings, the Incremental Reviews button syncs only that specific account (up to 100 locations from that account). This is useful for targeting accounts that need immediate attention or cycling through accounts one at a time. When no account is selected, it syncs up to 100 locations across all accounts in your sync scope.

Run Incremental Reviews 2-3 times to cycle through all your locations. Each run processes 100 locations and gets all their reviews. This is much faster than a full backfill and perfect for regular updates. You can either run it globally (no account selected) or target specific accounts one by one.

Backfill Google Reviews processes ALL locations in your organization in a single run, using the same pagination logic as incremental sync. This is more thorough but takes longer and uses more API quota.

Save Backfill Google Reviews for specific scenarios: Initial setup when you've never synced before, Gaps of 30+ days where you want to be certain nothing was missed, After connecting a new Google account, or If you suspect data inconsistencies.

For regular maintenance, stick with running Incremental Reviews 2-3 times per day or week depending on your review volume. This keeps you current without unnecessary API calls. Use per-account syncing when you need to prioritize specific accounts.

Both methods respect your admin sync scope configuration, so if you've limited syncing to specific accounts, only those accounts' locations will be processed.