BuilderGrid syncs vendors, transactions, and invoices bidirectionally with QuickBooks Online. Cost codes map to QuickBooks classes; bills and expenses sync from QuickBooks into BuilderGrid and reconcile against project budgets. Draw invoices flow back to QuickBooks for accounting close.
What it covers
The QuickBooks integration handles five core objects and workflows:
- Vendor master. Your BuilderGrid vendor list (name, EIN, W-9 status, address) stays synchronized with your QuickBooks vendor list. Vendors are matched on EIN; if no EIN is present, matching is manual on first sync.
- Transactions. Bills entered in QuickBooks (or expenses on the company card) sync into BuilderGrid as project costs, automatically coded to the cost code and line item matching the QuickBooks class assignment.
- Cost codes and classes. BuilderGrid cost codes (Sitework, Foundation, Framing, MEP, Drywall, Finishes) map one-to-one to QuickBooks classes. Changing a class name in QuickBooks is reflected in BuilderGrid; adding a new class requires a one-time sync.
- Draw invoices. BuilderGrid draw requests (G702/G703 or summary format) export to QuickBooks as customer invoices, ready for accounts-receivable tracking and reporting.
- Retainage liability. Retainage held on draws is tracked in a dedicated QuickBooks retainage-liability account. At release, the balance transfers to A/R.
Auth and setup
The integration uses OAuth 2.0 via Intuit Developer and requires admin authorization on the QuickBooks company file.
To enable the integration, an admin user in BuilderGrid navigates to Settings › Integrations and clicks "Authorize QuickBooks." You are redirected to Intuit’s consent screen. Log in with your QuickBooks Online admin credentials. Intuit will ask you to approve BuilderGrid’s access to your company file. The scopes requested are:
com.intuit.quickbooks.accounting(read and write to the company file)com.intuit.quickbooks.payment(optional; only if enabling ACH payments)
Once authorized, the token is stored securely in BuilderGrid and refreshed automatically. No further admin action is required. All team members see the synchronized data; only the admin who authorized the connection can modify the sync settings or disconnect.
Sync direction and cadence
| Object | Direction | Cadence |
|---|---|---|
| Vendor master | Bidirectional | Real-time; new vendors in BuilderGrid push to QB within 60 seconds |
| Bills and expenses | QuickBooks → BuilderGrid | Real-time or on-demand; users can trigger a manual sync |
| Cost code mapping | Bidirectional | Synced on authorization; updates push within 60 seconds |
| Draw invoices | BuilderGrid → QuickBooks | On-demand when user exports a draw |
| Retainage liability | BuilderGrid → QuickBooks | On-demand when user releases retainage |
Edge cases and gotchas
Vendor name mismatches. If a vendor in BuilderGrid has the same EIN as a vendor in QuickBooks but a different legal name, the sync will merge them under the QuickBooks name. To prevent unintended merges, match vendor legal names before syncing.
Missing cost codes. If a bill is coded in QuickBooks to a class that does not exist in BuilderGrid (a new trade or special expense), the transaction will not sync. Create the cost code in BuilderGrid first, then manually re-sync the bill from QuickBooks.
Deleted vendors. If a vendor is deleted in QuickBooks but has transaction history in BuilderGrid, the vendor record in BuilderGrid is marked inactive but not deleted. You can still view their transaction history; new transactions cannot be assigned to that vendor.
Retainage release timing. Retainage is released in BuilderGrid on substantial completion or at owner discretion. When released, the liability account balance is zeroed in QuickBooks and the amount transfers to A/R. If this happens mid-month, your month-end trial balance will reflect the transfer.
Limitations
The integration does not cover payroll, 1099 generation, or banking transactions not manually coded to a project. Payroll is handled separately in QuickBooks and not imported into BuilderGrid. At year-end, 1099 reconciliation is a manual audit against vendor W-9 status and cumulative bill totals. Banking transactions (ACH, card feeds) are not synced unless manually categorized to a QuickBooks expense class.
Related integrations
If you use DocuSign for lien waivers or change-order approvals, those documents are stored in BuilderGrid with a link to the DocuSign audit trail. If you use Microsoft Outlook or Google Calendar for project scheduling, draw deadlines and inspection windows appear on your calendar and can flow back as project milestones. See the DocuSign, Microsoft Outlook, and Google Calendar integration pages for details.