📋 Requirements
Before you begin, make sure:
You have access to Buildern.
Your QuickBooks Online account is connected to Buildern.
You have permission to manage Projects and Accounting Integrations.
Understanding QuickBooks Online Customers and Jobs
Buildern can sync projects with either QuickBooks Online Customers or Jobs, depending on the project synchronization method selected during integration setup.
To view Customers and Jobs in QuickBooks Online:
Log in to QuickBooks Online.
Navigate to Customer Hub > Customers & Leads.
Project = Customer - When Project = Customer is selected, each Buildern project is synced as a separate Customer in QuickBooks Online.
Project = Job - When Project = Job is selected, the first client assigned to the Buildern project is created (or matched) as a Customer in QuickBooks Online, and the project is created as a Job under that Customer.
ℹ️ Note - A client must be assigned to the project when using the Project = Job synchronization method. If no client is assigned, the project synchronization will fail.
Option 1: Sync Projects During QuickBooks Online Integration Setup
Projects can be synchronized while connecting Buildern to QuickBooks Online or later through the Accounting Integration settings.
To sync projects during integration setup:
Navigate to Settings > Accounting Integration.
Connect your QuickBooks Online account.
Locate the How to Sync Buildern Projects with QuickBooks section.
Select either:
Project = Customer
Project = Job
Complete the remaining integration settings.
Click Save and Continue.
As you continue through the setup process, the Sync Projects window will appear.
Buildern projects are displayed in the left column, while QuickBooks Online Customers or Jobs appear in the right column.
For each project, select one of the following options:
Not Matched - The project will not be synchronized with QuickBooks Online.
Create New - Buildern automatically creates a new Customer or Job in QuickBooks Online using the project name.
Existing Customer/Job - Select an existing Customer or Job from QuickBooks Online.
After reviewing your mappings, click Save.
ℹ️ Note - Once a QuickBooks Online Customer or Job has been assigned to a project, it becomes unavailable for selection by other projects to maintain a one-to-one relationship.
If you skipped project synchronization during the initial setup:
Navigate to Settings > Accounting Integration.
Click Sync Projects.
Complete the synchronization process using the same steps described above.
Option 2: Sync Projects from the Projects List
You can manage project synchronization directly from the Projects page.
To sync an individual project:
Navigate to Projects > View All Projects.
Locate the desired project.
Projects already synced with QuickBooks Online display the QuickBooks Online logo in the Sync column.
Clicking the QuickBooks Online icon opens the corresponding Customer or Job record in QuickBooks Online.
If the project is not synced:
Click the ⋯ (three-dot menu) next to the project.
Select Edit.
Scroll to the QuickBooks Online section.
Locate the Sync with QuickBooks dropdown.
Select one of the following options:
Not Matched
Create New
Existing Customer/Job
Click Save.
Buildern also allows you to synchronize multiple projects at once.
To bulk-sync projects:
Navigate to Projects > View All Projects.
Click Sync in the upper-right corner.
This opens the same Sync Projects window available through the Accounting Integration settings.
💡 Tip - Bulk synchronization is especially useful when connecting QuickBooks Online for the first time or after importing multiple projects into Buildern.
Option 3: Sync Projects While Creating a New Project
Projects can also be synced with QuickBooks Online during project creation.
To sync a project while creating it:
Create a new project.
Scroll to the QuickBooks Online section.
Locate the Sync with QuickBooks dropdown.
Select one of the following options:
Not Matched
Create New
Existing Customer/Job
Complete the remaining project details.
Click Save.
ℹ️ Note - When Create New is selected, Buildern automatically creates a new Customer or Job in QuickBooks Online using the project name. No additional setup is required in QuickBooks Online.
Next Steps
After syncing your projects, Buildern can associate project-related transactions such as Bills and Expenses, Client Invoices, and other financial records with the correct Customer or Job in QuickBooks Online.
👉 Learn more about:
By following these steps, you can take full advantage of Buildern's tools and keep your projects running smoothly.
Happy Building!