QuickBooks Desktop Integration Overview
Buildertrend's integration with QuickBooks enables the transfer of information directly to and from QuickBooks. This allows you to manage payments and receivables within QuickBooks without the need for duplicate data entry.
Buildertrend to QuickBooks:
Create Jobs, Customers, and Vendors
Jobs & Customers
For steps on how to create a customer and/or job in QuickBooks from a job + attached client in Buildertrend, review Buildertrend to QuickBooks: Feature Mapping > Jobs in the QuickBooks Desktop | Initial Integration article.
Job Fields that push over to QuickBooks
Customer Fields that push over to QuickBooks
Vendors
For steps on how to create a vendor in QuickBooks from a sub/vendor in Buildertrend, review Buildertrend to QuickBooks: Feature Mapping > Vendors in the QuickBooks Desktop | Initial Integration article.
Vendor Fields that push over to QuickBooks
Buildertrend to QuickBooks:
Push Bills, Invoices, and Time Clock entries
Bills
Pushing a Bill from Buildertrend to QuickBooks
When creating a bill in Buildertrend, there is a QuickBooks section.
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If checked, the bill will be pushed over to QuickBooks when the bill is saved.
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If unchecked, the bill will not be pushed over to QuickBooks upon save. However, you can still push the bill at a later time by selecting the bill from the Bills dashboard and clicking Send to QuickBooks.
Fields on a bill that push over to QuickBooks
Invoices
Adding QuickBooks Costs to your Buildertrend invoice
When creating an Invoice in Buildertrend, you can import existing costs from connected features, such as Change Orders, Selections, Estimates, Bills, the Time Clock, and QuickBooks Costs pulled into the budget.
To invoice QuickBooks Costs (expenses created in QuickBooks and pulled into the Buildertrend Job Costing Budget), click the Add from dropdown and select QuickBooks Costs.
Using the checkboxes, select any applicable QuickBooks Costs you would like to add to the invoice and click Apply.
✏️ Note: To prevent invoicing a QuickBooks Cost more than once, once a QuickBooks Cost has been invoiced, it will no longer show in the list of QuickBooks Costs on future invoices.
Pushing an Invoice from Buildertrend to QuickBooks
When creating an Invoice in Buildertrend, there is a QuickBooks section.
- If checked, the invoice will be pushed over to QuickBooks when it has been released to the customer.
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If unchecked, the invoice will not be pushed over to QuickBooks upon release. However, you can still push the invoice at a later time by opening the released invoice and clicking Create Invoice from the QuickBooks Status section of the invoice.
Fields on the Invoice that push over to QuickBooks
Time Clock Entries
Pushing a Time Clock entry from Buildertrend to QuickBooks
✏️Note: If your default preference is NOT set to push automatically when a Time Clock entry has been approved, see the following steps to push entries to QuickBooks.
1. Select and approve the Time Clock entry
2. Select the Time Clock entry and click Send to QuickBooks
‼️IMPORTANT:
Overtime hours are not automatically sent to QuickBooks during the data transfer process. Only the standard shift hours are transferred to QuickBooks. If you need to account for overtime in QuickBooks, you will have to manually adjust or enter the overtime data directly in QuickBooks after the shift hours are transferred from Buildertrend.
Fields on the Time Clock entry that push over to QuickBooks
QuickBooks to Buildertrend:
Receive Estimates, Bill Payments, Invoice Payments, and Budget Actuals
Estimates
Importing an Estimate from QuickBooks into Buildertrend
From the Estimate, click the External Import button and select QuickBooks.
Using the Import Wizard, select the QuickBooks estimate you'd like to import from the drop-down of available estimates.
Ensure each QuickBooks estimate cost item is mapped to the corresponding Buildertrend cost line item using the drop-downs.
Ensure that all QuickBook Items used on the estimate are mapped to the corresponding Buildertrend Cost Code using the drop-downs.
Confirm your import by selecting Next.
Bill & Invoice Payments
Payment status in Buildertrend when an Invoice is paid in QuickBooks
When a payment is applied to an invoice in QuickBooks, the corresponding Owner Invoice in Buildertrend will be marked as Paid once the web connector is run.
You can see the details in both the Payment History as well as the QuickBooks Status section.
Payment status in Buildertrend when a Bill is paid in QuickBooks
When a payment is made to a Bill in QuickBooks, the corresponding Bill in Buildertrend will be marked as Paid once the web connector is run.
Budget: QuickBooks Costs
Fields on a QuickBooks Expense that pull into Buildertrend
✏️Note: Each Expense Type in QuickBooks (Bill, Check, Credit Card Purchase) created will push the same field information over into Buildertrend.
The biggest difference will be to pay attention to the Expense Type field.
Running the Web Connector
The Web Connector is required for QuickBooks Desktop to push information to, as well as receive information sent from Buildertrend.
1. In Buildertrend, navigate to the user settings dropdown.
2. Select Sync with QuickBooks to request a sync with QuickBooks Desktop.
3. In QuickBooks, open the Web Connector.
4. Check the box next to the "Buildertrend Web Connector Service" connection.
5. Click Update Selected.
6. Wait for both the Application Progress and Total Progress to reach 100%.
✏️Note: The "Sync with QuickBooks" in Buildertrend will auto-run every 2 hours and the web connector will auto-run at whatever interval you have designated.
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