Buildertrend's integration with QuickBooks Online can be set up to include sales tax. As of now, the tax integration is only available for QuickBooks Online users in the United States.

While invoicing your customer, you are able to collect the proper amount of sales tax and not have to consolidate any differences between Buildertrend's invoicing and QuickBooks's invoicing.

You are able to create and manage tax rates in Buildertrend, which include custom rates and localized rates automatically created by Quickbooks. Localized sales tax can be applied (automatically loaded by Quickbooks) to invoicing in Buildertrend, with both Buildertrend and QuickBooks Online staying in sync. As a result, Buildertrend is more suitable as your job's single source of truth.

You will be able to manually override QuickBooks's automated rate if necessary, providing full flexibility in how you choose to manage the job and invoice customers.

How do I set a default tax rate?

When you have properly linked your job in Buildertrend with your Quickbooks Online account, Quickbooks will interpret the correct localized sales tax rate based on the address of the job. This rate will become the Default Tax Rate for that job.

You can view the Default Tax Rate within the Job Details, by navigating to the Options tab.

Once this has been set, any new invoices for the job will automatically have this rate selected/applied. When working with an Owner Invoice, you are able to set up a different rate, however, making sure a default tax rate is set up ensures you are starting with a default rate that will apply in most cases.

How do I apply tax to an Owner Invoice?

Within an Owner Invoice, you are able to select a tax rate that you would like to apply to the invoice. You are able to Manage Taxes from here, as well.

When managing your tax rates, it is here you are able to adjust the Tax Rates, as well as set up Tax Groups.

Tax Groups can be set up to contain multiple Tax Rates. Many states, depending on the exact ZIP code, will produce a tax rate group comprised of multiple components, such as can be seen in the example shown below.

This sales tax for San Francisco is in fact a group made of three parts: California state, San Francisco city and a special tax district. Therefore, you should apply the whole group as the tax rate, not just one of its components. Individual and group rates created by QuickBooks cannot be edited in Buildertrend, but they are displayed with a QB label that denotes their "official" status. If QuickBooks creates a tax group in Buildertrend of three components, for example, only the item representing the whole group will have the QB label, since that is the item that should be applied.

Please Note:

  • QuickBooks Online will update payment details and amounts back in Buildertrend.

  • Changes to subtotal and tax amounts made in Buildertrend or QuickBooks Online will stay in sync.

  • Ensure your QuickBooks Online account is configured to accept tax agencies in the states where you operate your business.

  • Only the state must be specified. Based on your client’s exact zip code, QuickBooks may still apply a tax rate based on multiple components, which is shown as a Tax Group.

    • In QuickBooks, go to Sales Tax settings and Add Agency if necessary.

  • Choose how you want new Buildertrend jobs to integrate with your QuickBooks account.

    • When adding a new job, you can choose to create a new client in QuickBooks or add a sub-job to an existing client.

  • Be sure to check that in-progress jobs apply QuickBooks Online taxes correctly.

    • Jobs that were started before the Taxes update will automatically sync with your QuickBooks taxes.

  • You will have the ability to apply tax rates to invoices on the mobile app. Default tax rate setup will need to be done from the full site.

  • Automated sales tax is determined by the jobs address. If your job imports a rate different than what the address would suggest, you can reset the jobs sync with your Quickbooks Online account.

    • Click the Update Customer/Job in Quickbooks button, located under the Accounting tab at the job details level. This will overwrite the Quickbooks Online customer information and pull back a tax rate matching the job address.

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:, or give us a call at 1-888-415-7149. We’re always happy to help.

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