Send your invoice records to QuickBooks Online.
Connect your QuickBooks Online company on Pro or an active Pro trial. Send eligible customers, invoices and payments from BuildFolio, using a manual batch or the invoice and payment auto-sync settings.
One-way: BuildFolio → QuickBooks Online. Check the copied records in your books; this is not a two-way accounting reconciliation.
Feature details reviewed by BuildFolio on October 11, 2026. Compare plans.
What does the integration do?
BuildFolio sends supported customer, invoice and paid-invoice payment records to your connected QuickBooks Online company. It does not pull QuickBooks changes back into BuildFolio or replace your bookkeeper’s review. Auto-sync is available now when you enable it and your connection and plan are eligible.
Connect, choose your settings, then check the result.
Authorize the company
On Pro or an active Pro trial, open Settings → QuickBooks, choose Connect and authorize the correct company through Intuit.
Choose the sync mode
Enable auto-sync for new invoices and payments, or use Sync Next Batch. A manual batch handles up to 50 eligible customers, 50 invoices and 50 payments.
Review the result
Check the connection, counts and items needing attention. Follow the displayed recovery action, then confirm the records and totals in QuickBooks.
Know what moves, and in which direction.
Customers come before invoices; a payment needs its invoice linked to QuickBooks. Existing synced records are skipped rather than treated as a continuous two-way edit stream.
| Record | BuildFolio sends | Review in QuickBooks |
|---|---|---|
| Customer | Supported name and contact details; existing matches may be reused | The match is the customer you intended |
| Invoice | Supported invoice details, line items and total linked to a customer | Amounts, dates and accounting treatment |
| Payment | A payment for an invoice marked paid in BuildFolio, linked to its QuickBooks invoice | The amount and the invoice it was applied to |
Do not rely on this sync for automatic handling of partial payments, refunds, or changes to records already copied. Review those cases with your bookkeeper. Changes made in QuickBooks do not update BuildFolio.
A connection still needs attention when something changes.
Available controls
- Invoice and payment auto-sync toggles, plus a manual Sync Next Batch action.
- Connection status, sync counts and specific items needing attention.
- Retry eligible failures or disconnect; reconnect when the displayed issue calls for it.
Outside the sync
- QuickBooks Desktop, a two-way sync or automatic reconciliation of all accounting changes.
- A complete sync-history ledger or a guarantee that one batch processes every record.
- A promise of error-free books, no lost work or an email when a provider outage ends.
QuickBooks Online Integration: common questions
Is QuickBooks included on Free?
Connecting and syncing QuickBooks requires Pro or an active Pro trial. You can start organizing work on Free, but upgrading is required before you connect or send records to QuickBooks.
Does it work with QuickBooks Online or Desktop?
QuickBooks Online. This integration does not support QuickBooks Desktop.
Is the sync one-way or two-way?
One-way, from BuildFolio to QuickBooks Online. Edits made in QuickBooks are not imported back into BuildFolio, and this is not continuous reconciliation of previously copied records.
Is auto-sync available now?
Yes. Enable the invoice or payment auto-sync settings after connecting. Automatic work requires an eligible plan and a working connection. Manual Sync Next Batch is also available, with up to 50 eligible records of each type per batch.
Does it handle partial payments and refunds automatically?
Do not rely on it for that. The supported payment path sends payments for invoices marked paid in BuildFolio, after their QuickBooks invoice is linked. Review partial payments, refunds and later edits with your bookkeeper.
What should I do when a sync fails?
Review the connection status and items needing attention in Settings → QuickBooks. Retry eligible records or follow the specific reconnect instruction. Some service or configuration issues need support; reconnecting is not a fix for every error.
What happens if I leave Pro?
New connections, settings changes and syncing require Pro or an active Pro trial. You can still view connection status and disconnect. Records already copied to QuickBooks are not removed by a BuildFolio plan change.
Make the handoff to your books deliberate.
Organize your work on Free, then choose Pro when you want to connect QuickBooks Online. Confirm the company, choose your settings and review the first synced records.