Buildertrend’s integration with QuickBooks Online offers a powerful way to streamline your financial management workflows. By enabling seamless transfer of data directly between Buildertrend and QuickBooks, this integration eliminates the need for duplicate data entry and reduces errors.
Whether it’s managing Jobs, Clients, Subcontractors, Vendors, Bills, Invoices, Deposit Payments, Credit Memos, or Time Clock entries pushed from Buildertrend to QuickBooks, the connection ensures your financial records stay accurate and up to date. At the same time, the integration supports data flowing back from QuickBooks, such as Estimates, Bill Payments, Invoice Payments, and Budget Actuals.
This two-way data exchange allows you to maintain consistency across platforms, providing real-time visibility into project costs and cash flow. In this article, we’ll explore how the integration’s field mapping works for these key entities, helping you maximize efficiency and keep your accounting and project management in perfect sync.
Customers, Sub Customers, and Projects:
What pushes over to QuickBooks?
If you don’t already have a Customer or Sub Customer/Project set up in QuickBooks, Buildertrend can create them for you based on the job and client information entered in Buildertrend.
For steps on how to create a Customer, Sub Customer, and/or Project in QuickBooks from Buildertrend, review the following:
Customer Fields
Expand to view screenshots of each corresponding field mapping.
Expand to view screenshots of each corresponding field mapping.
Sub Customer Fields
Expand to view screenshots of each corresponding field mapping.
Expand to view screenshots of each corresponding field mapping.
Project Fields
Expand to view screenshots of each corresponding field mapping.
Expand to view screenshots of each corresponding field mapping.
Vendors:
What pushes over to QuickBooks?
If you don’t already have a Vendor set up in QuickBooks, Buildertrend can create them for you based on the sub/vendor contact information entered in Buildertrend.
For steps on how to create a Vendor in QuickBooks from Buildertrend, review the following:
Vendors Fields
Expand to view screenshots of each corresponding field mapping.
Expand to view screenshots of each corresponding field mapping.
Pushing Financial Data from Buildertrend to QuickBooks
Pushing financial data from Buildertrend to QuickBooks ensures your accounting records stay accurate and up to date without manual entry.
By syncing bills, invoices, deposit payments, credit memos, and time clock entries, you can streamline bookkeeping, reduce errors, and gain real-time insight into project costs and cash flow, all within your existing accounting workflow.
Pushing Bills
When creating a bill in Buildertrend, navigate to the QuickBooks section and interact with the Send to QuickBooks checkbox.
If checked, the bill will be pushed over to QuickBooks when the bill is saved.
If unchecked, the bill will not be pushed over to QuickBooks upon save. You can push the bill at a later time by selecting the bill from the Bills dashboard and clicking Send to QuickBooks.
💡Pro Tips
1. Default Send to QuickBooks:
You can default Send to QuickBooks to be automatically checked when creating new bills from your Accounting settings.
2. Edit a Bill once it's been pushed to QuickBooks
If you need to make adjustments to a bill (i.e. change a cost code, change the sub/vendor, update pricing, title, description, etc.) but it's already been pushed to QuickBooks, you can Allow bills edits to sync with QuickBooks from your Accounting settings.
Once changes have been made to a bill in Buildertrend, you will be notified upon save that the edits have been synced to QuickBooks.
Some exceptions to this are:
If the bill is fully paid, no changes can be made to the bill in Buildertrend unless payment is removed from the bill in QuickBooks.
If changes were made to the bill in QuickBooks, Buildertrend will recognize that there is a newer bill already in QuickBooks and will not sync changes over to the bill in QuickBooks.
Bill Fields
Expand to view screenshots of each corresponding field mapping.
Expand to view screenshots of each corresponding field mapping.
Pushing Invoices
When creating an invoice in Buildertrend, navigate to the QuickBooks Status section and interact with the Invoice to QuickBooks on Send checkbox.
If checked, the invoice will be pushed over to QuickBooks when it has been sent to the customer.
If unchecked, the invoice will not be pushed over to QuickBooks when sent. You can push the invoice at a later time by opening the sent invoice and clicking Create Invoice from the QuickBooks Status section of the invoice.
💡Pro Tip
Default Send to QuickBooks:
You can default Invoice to QuickBooks on Send to be automatically checked when creating new invoices from your Accounting settings.
Invoice Fields
Expand to view screenshots of each corresponding field mapping.
Expand to view screenshots of each corresponding field mapping.
Adding QuickBooks Costs to a Buildertrend Invoice
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.
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 Deposit Payments
🚨 IMPORTANT 🚨
In order to push a deposit payment to QuickBooks, the deposit must first be paid, using either Buildertrend Payments, or by applying an offline payment.
When a deposit has been completely paid in Buildertrend, under QuickBooks status you can select Send to QuickBooks.
This will send the full deposit payment over to your QuickBooks Undeposited Funds account. You can then create a Bank Deposit and match it to your bank transaction.
Expand for a full deposit workflow by our QuickBooks Subject Matter Expert!
Expand for a full deposit workflow by our QuickBooks Subject Matter Expert!
Create a deposit in Buildertrend and request payment from the client.
If you are enrolled in Buildertrend Payments, once your client makes a payment it will be automatically applied.
If you are not using Buildertrend Payments, simply Record offline payment.
Click Send to QuickBooks from your paid deposit. This populates the deposit payment in the undeposited funds account and to your income account as an unapplied payment (negative accounts receivable).
It is important that the automation for applying credits to invoices be turned off in QuickBooks to ensure that the deposit can be applied in Buildertrend.
If you wish this deposit to be posted to liabilities, you can create a *journal entry to debit unapplied cash income and credit your client deposit account.
🛑 Creating a Journal Entry is an advanced practice that should only be implemented under the guidance of a qualified accountant, as it may have tax implications.
We recommend speaking with your accountant prior to making any journal entries to reclassify income or expenses.
Match the deposit payment to the payment in your bank transaction or create a deposit and apply the payment.
Apply the Buildertrend deposit to the applicable Buildertrend invoice(s) and send the updated invoice(s) to your client.
The corresponding invoice(s) in QuickBooks will be paid automatically using the deposit payment previously sent to unapplied payment.
*If you journaled the payment to liabilities, create a second journal entry to debit the client deposit account and credit unapplied payments for the amount of the deposit applied to the invoice.
🛑 Creating a Journal Entry is an advanced practice that should only be implemented under the guidance of a qualified accountant, as it may have tax implications.
We recommend speaking with your accountant prior to making any journal entries to reclassify income or expenses.
Pushing Credit Memos
The process for pushing the Buildertrend credit memo to QuickBooks will vary based on whether a client is active on the job in Buildertrend.
Jobs with an Active Client
When creating an credit memo in Buildertrend, navigate to the QuickBooks Status section and interact with the Send to QuickBooks on Release checkbox.
If checked, the credit memo will be pushed over to QuickBooks when it has been sent to the customer.
If unchecked, the credit memo will not be pushed over to QuickBooks when sent. You can push the credit memo at a later time by opening the sent credit memo and clicking Create Credit Memo from the QuickBooks Status section.
💡Pro Tip
Default Send to QuickBooks:
You can default Send to QuickBooks on Release to be automatically checked when creating new credit memos from your Accounting settings.
Jobs without an Active Client
Once you have created and saved your credit memo in Buildertrend, open the saved credit memo and select Save to Accounting from the ellipsis action button.
Pushing Time Clock Entries
The process for pushing Buildertrend Time Clock entries to QuickBooks depends on your Accounting settings, specifically whether the option Create a new QuickBooks time activity from a Time Clock shift when approved is enabled.
If enabled, approved time entries will automatically push to QuickBooks.
If not enabled, you will need to manually send approved entries by clicking Send to QuickBooks in the QuickBooks Status section of the shift in Buildertrend.
💡Pro Tip
Mass actions:
Using the multi-select boxes from the Time Clock dashboard allows you to approve shifts and send them to QuickBooks in bulk, making your payroll process faster and more efficient.
Time Clock Fields
Please Note:
Based on when you signed up for QuickBooks Online or whether you’re subscribed to Payroll, Buildertrend will push time clock entries to either Time Entry or Weekly Timesheets, based on what is available in your QuickBooks account.
Expand to view screenshots of Time Entry field mapping.
Expand to view screenshots of Time Entry field mapping.
Expand to view screenshots of Weekly Timesheet field mapping.
Expand to view screenshots of Weekly Timesheet field mapping.
Receive Financial Data from QuickBooks to Buildertrend
Pulling financial data from QuickBooks into Buildertrend keeps your project budgets aligned with your actuals, without the need for duplicate entry.
By syncing estimates, bill and invoice payments, and expenses created in QuickBooks, you can maintain accurate job costing in Buildertrend, improve financial visibility, and ensure your team is working with the most up-to-date data.
Importing Estimates
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, then click Next.
Ensure each QuickBooks estimate field is mapped to the corresponding Buildertrend cost line field.
Ensure that all QuickBook Product and Services used on the estimate are mapped to the corresponding Buildertrend Cost Code.
Confirm your import by selecting Next.
Syncing Invoice Payments
When a payment is applied to an invoice in QuickBooks, the corresponding invoice in Buildertrend will be marked as Paid.
You can see the details in both the Payment History as well as the QuickBooks Status section.
Syncing Bill Payments
When a payment is made to a Bill in QuickBooks, the corresponding Bill in Buildertrend will be marked as Paid.
Syncing QuickBooks Expenses with the Job Costing Budget
In order to pull in expenses created in QuickBooks and have them apply to Buildertrend's Job Costing Budget to reflect true budget actuals, you will need to enable this from either the Accounting Settings or from the Job.
Company Settings > Accounting Settings
Include costs entered in QuickBooks in the budget by default when linking jobs to QuickBooks – When enabled, every new job moving forward, when linked to QuickBooks, will include your QuickBooks expenses on the Job Costing Budget.
Job Details > Advanced Settings
Include costs entered in QuickBooks in the budget – Allows you to include your QuickBooks expenses on the Job Costing Budget on a job-by-job basis.
If a QuickBooks expense hasn’t synced to Buildertrend within five minutes, you can manually trigger a sync directly from the Job Costing Budget.
QuickBooks Costs Fields
Expand to view screenshots of each corresponding field mapping
Expand to view screenshots of each corresponding field mapping
NOTE:
Each Expense Type created in QuickBooks will populate the same field information in Buildertrend.
Bill | Expense | Check | Vendor Credit | Credit Card Credit
The only difference will be the Expense Type, which will reflect the type of expense created in QuickBooks
Interested in Learning More? 📚
The Buildertrend Learning Academy is your one-stop-shop for your online education, whether you're new to Buildertrend or an experienced user looking to learn more.
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.
Last Updated: 8/6/25