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Feature · Accounting Sync

QuickBooks Online Integration for Contractors

QuickBooks Online integration eliminates double entry by syncing customers, invoices, and payments from BuildFolio to your books. Start free, then enable sync on Professional. Choose manual buttons or turn on auto-sync when you’re ready.

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🔗 OAuth connect in minutes 👥 Customers · 🧾 Invoices · 💳 Payments ⚙️ Manual & Auto-Sync 📜 Sync History & Retries
QuickBooks Online integration screen showing connection status, auto-sync toggles, and recent sync history

What is QuickBooks Online integration?

BuildFolio connects to your QuickBooks Online company and pushes accounting data so your books stay accurate without retyping. V1 supports a one-way sync from BuildFolio to QuickBooks Online—perfect for clean handoff to your accountant.

  • Sync customers, invoices, and payments—the core entities small contractors need.
  • Toggle auto-sync for invoices/payments or use manual “Sync to QB” buttons.
  • See Sync History and detailed errors; retry automatically if QuickBooks is temporarily down.

Quote delivery and follow-ups happen by email for compliance; SMS is reserved for transactional notifications like appointment confirmations.

How BuildFolio’s QuickBooks sync works

1) Connect

OAuth and company link

From Settings → QuickBooks, click Connect to authorize your QuickBooks company. BuildFolio stores tokens securely and refreshes them when needed.

  • Connection status & company name shown in dashboard
  • Token refresh handled automatically
2) Sync

Customers → Invoices → Payments

Use per-row Sync to QB buttons or Sync All to batch process. Auto-sync can push new invoices and mark payments in the background worker shortly after changes.

  • Customer create/update with email/phone/address
  • Invoice creation with line items and totals
  • Payment posting links to the QuickBooks invoice
3) Monitor

Visibility, retries, and alerts

Track the last 20 syncs, see progress, and view error details. If QuickBooks is down or a token expires, operations continue in BuildFolio and you’ll be prompted to reconnect.

Non-blocking: your field work isn’t halted by accounting issues.

Result: clean books for tax season, faster month-end, and fewer support tickets.

Free vs Pro: availability & value

Free — get started

  • Capture leads, quotes, and invoices
  • Upgrade later to connect QuickBooks

Great for new businesses—turn on accounting sync when you need it.

Pro — includes QuickBooks

  • QuickBooks Online integration included
  • Manual and auto-sync with background worker

We don’t charge an add-on fee, unlike some competitors.

Not sure yet? Start on Free forever, then connect QuickBooks when you’re ready.

Set up QuickBooks in 5 steps

  1. Connect your QuickBooks Online company. Go to Settings → QuickBooks and authorize via OAuth.
  2. Choose sync mode. Turn on auto-sync for invoices/payments or use manual Sync to QB buttons.
  3. Sync customers. Use Sync All or per-row Sync to push unsynced leads.
  4. Sync invoices. Create/mark invoices in BuildFolio; they’ll sync to QuickBooks with line items and totals.
  5. Sync payments. When invoices are paid, payments post to QuickBooks and link to the invoice automatically.

If QuickBooks has an outage or your token expires, BuildFolio keeps running, queues syncs, and prompts you to reconnect—no lost work.

FAQ: QuickBooks for contractors

Does this support QuickBooks Online or Desktop?

QuickBooks Online only for V1. Desktop is legacy and harder to integrate; we may evaluate post-launch if requested.

Is the sync one-way or two-way?

One-way (BuildFolio → QuickBooks Online) for V1. Two-way adds complexity and can be considered later.

What data syncs?

Customers, invoices, and payments—the core accounting entities most small contractors need.

Does it auto-sync?

Manual sync is available now; auto-sync triggers and a background worker are part of the pre-launch sprint.

What happens if QuickBooks is temporarily down?

BuildFolio warns you, queues retries, and never blocks your operations. You’ll get an email when QuickBooks is back online.

Where can I learn more about message compliance (SMS vs email)?

Use SMS for transactional notifications like confirmations and “on my way” updates. Send quotes and follow-ups by email to stay compliant.

Related workflows & resources

Explore more ways to streamline your office and field work.

Invoice Reminders

Automate gentle nudges for unpaid invoices before sync.

Invoice reminders →

AI Photo-to-Quote

Draft estimates from photos, then sync accepted jobs to your books.

AI Photo-to-Quote →

Calendar Widget

Let customers book directly into your Job Hub with confirmations.

Calendar widget demo →

Contractor Financing

Show “as low as $/mo” on quotes to increase close rates.

Financing widget →
Free to start

Keep your books clean without extra clicks.

Start free with BuildFolio. When you’re ready, connect QuickBooks Online and sync customers, invoices, and payments automatically.

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