Our Budget feature accounts for estimated costs versus actual costs within Buildertrend. When integrated with QuickBooks Desktop or QuickBooks Online, you will have the option to include a QuickBooks Other Costs column within your Budget feature.

This column will display various itemized costs that have been manually entered into QuickBooks. This allows Buildertrend to accurately reflect costs that have been manually entered in QuickBooks, as well.

For QuickBooks Desktop, costs are pulled from itemized QuickBooks bills, credit card charges and checks.

For QuickBooks Online, costs are pulled from itemized QuickBooks bills, expenses and checks.

This provides a more accurate view of the total costs associated with a job, enabling you to look in one place to see cost information contained within both platforms.

Help Video:

Enabling this Feature

Within Setup, access your Accounting tab.

Within your Accounting tab, the checkbox for Include QuickBooks Other Costs in Budget by Default When Linking Jobs to QuickBooks will control if this feature is defaulted on when creating a job.

You have the ability to turn this feature on or off for each job. This option can be found within the Accounting tab when accessing the Job Details screen.

Exchange of Information

For QuickBooks Desktop, costs are pulled from itemized QuickBooks bills, credit card charges and checks. The amounts included in this column only reflect itemized costs that have been directly entered into QuickBooks. Costs sent to QuickBooks from Buildertrend Bills/POs will not be included as they are already represented in the budget.

For QuickBooks Online, costs are pulled from itemized QuickBooks bills, expenses and checks. The amounts included in this column only reflect itemized costs that have been directly entered into QuickBooks. Costs sent to QuickBooks from Buildertrend Bills/POs will not be included as they are already represented in the budget.

Cost Codes

Your cost codes must be linked to ensure data is exchanged accurately. Cost codes can be linked within Setup.

Your cost codes will need to be linked with your Items/Products and Services 1-1. This means that Cost Code A in Buildertrend is linked with Item/Product Service A in QuickBooks, and Cost Code B in Buildertrend is linked with Item/Product Service B in QuickBooks.

You do have the ability to link multiple Buildertrend cost codes to a single Item/Product and Service in QuickBooks. If this is the case, the integration will not function correctly as information coming from QuickBooks will reflect the amount for each cost code, which will lead to a duplicate amount in your Budget.

QuickBooks Requirements

Transactions will need to be itemized within QuickBooks.

You will need to make sure the transaction is tied to the appropriate customer or job (based on your settings: Customer or Job Sub-Customer) as well.

The QuickBooks Other Costs column will display to you customer when shared.

Viewing QuickBooks Other Costs in Budget

When there is a cost coming from QuickBooks, the costs can be collapsed and expanded within the budget. When collapsed, the costs will be combined with the cost code used. However, when expanded, the costs associated with a particular line item will display the individual QuickBooks costs.

Once data has been exchanged, information will be kept in sync with updates that are made within QuickBooks.

If an accounting entity is selected within the Budget, a small window will open to display additional information about the expense.

For QuickBooks Desktop, data is refreshed each time the web connector runs. This action retrieves the latest QuickBooks Other Cost info for all jobs that are linked to QuickBooks and have the Include QuickBooks Other Costs in Budget setting enabled.

For QuickBooks Online, information is exchanged automatically (allow up to 10 minutes for information to sync) for all jobs that are linked to QuickBooks and have the Include QuickBooks Other Costs in Budget setting enabled.

Mobile

When viewing a single job that is linked to QuickBooks and has the Include QuickBooks Other Costs in Budget setting enabled, the QuickBooks Other Costs column will be displayed.

When viewing multiple jobs, if one of the selected jobs is linked to QuickBooks and has the Include QuickBooks Other Costs in Budget setting enabled, the QuickBooks Other Costs column will be displayed.

This reflects the same information as the full site version of Buildertrend.

In the grid settings page, we want to include an option titled QuickBooks Other Costs.

For comprehensive online learning, please visit the Buildertrend Learning Academy.

If you have any questions or require additional support, feel free to chat with us, send an email: support@buildertrend.com, or give us a call at 1-888-415-7149. We’re always happy to help.

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