--- title: How to Sync Bills and Expenses with QuickBooks Online description: Buildern supports a two-way integration with QuickBooks Online (QBO). In this article, you'll learn how bill and expense synchronization works, how to configure sync settings, and how to manage updates between Buildern and QuickBooks Online. --- [Skip to content](https://help.buildern.com/en/articles/13773965-how-to-sync-bills-and-expenses-with-quickbooks-online#main-content) ![logo\_icon\_text](https://help.buildern.com/hubfs/Buildern%20logo.svg) - [My Account](https://app.buildern.com/signin) Open main navigation Close main navigation - [My Account](https://app.buildern.com/signin) - [Get Started Free](https://app.buildern.com/signup) [Get Started Free](https://app.buildern.com/signup) Welcome to Buildern Help Center! - There are no suggestions because the search field is empty. 1. [Buildern Help Center](https://help.buildern.com/en/articles?hsLang=en-gb) 2. [Quickbooks Online Integration](https://help.buildern.com/en/articles/quickbooks-online-integration?hsLang=en-gb) # How to Sync Bills and Expenses with QuickBooks Online ### How to Sync Bills and Expenses with QuickBooks Online Buildern supports a two-way integration with QuickBooks Online (QBO). In this article, you'll learn how bill and expense synchronization works, how to configure sync settings, and how to manage updates between Buildern and QuickBooks Online. June 18, 2026 ### **📋 Requirements** Before you begin, make sure: - Your Buildern account is connected to QuickBooks Online. - Accounting Integration has been configured. - Vendors, Cost Codes, Tax Rates, and Projects are synced between Buildern and QuickBooks Online. ### **Understanding Bill and Expense Synchronization** | **Buildern** | **QuickBooks Online** | | --- | --- | | Bill | Bill | | Expense | Expense | | Pay To | Vendor | | Date | Bill Date | | Due Date | Due Date | | Bill ID / Reference | Bill No. (maximum 21 characters) | | Attachments (first 10 files) | Attachments | | Amounts Are | Amounts Are | | Cost Line Description | Description | | Cost Code | Product/Service | | Quantity | Qty | | Unit Cost | Rate | | Project | Customer/Job | | Bill Payment | Payment |   ### **Configure Automatic Synchronization from Buildern to QuickBooks Online** Buildern can automatically send newly created Bills and Expenses to QuickBooks Online. To enable automatic synchronization: 1. Navigate to **Company Settings**. 2. Select **Accounting Integration**. 3. Locate the **Project Default Settings** section. 4. Enable **Bills**. [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/9eef774c-d29c-4b86-b1c0-06ab338f2cc9.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485219795/2b9b4eb105319fd3b486f478cd26/9eef774c-d29c-4b86-b1c0-06ab338f2cc9?expires=1792671300&signature=f9b952418cbb5f895c50e58a84954a4cc334e1f589e0923af5eed9104275a8d2&req=diQvE8t%2FlIZWXPMW1HO4zdH%2FyCZl1MJvRcY%2F6mJgOl63rIJTLB0lWruvk5We%0AN6IGgQOTGFyM%2Fp1Gezs%3D%0A) Once enabled, newly created Bills and Expenses will automatically be marked for synchronization with QuickBooks Online. ***ℹ️ Note -*** *Existing Bills and Expenses are not synchronized automatically. To sync previously created transactions, edit the transaction and enable **Send to QuickBooks** manually.* ### **Configure Two-Way Synchronization from QuickBooks Online to Buildern** Buildern can also import Bills and Expenses created or updated directly in QuickBooks Online. To enable importing: 1. Navigate to **Company Settings**. 2. Select **Accounting Integration**. 3. Locate the **Project Default Settings** section. 4. Enable: - **Bring Bills and Expenses from QuickBooks** - **Bring Updated Bills and Expenses from QuickBooks** [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/84313ae0-6b9d-4245-a3e6-8508bf666638.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485219796/c875810647548d63ac162a98a291/84313ae0-6b9d-4245-a3e6-8508bf666638?expires=1792671300&signature=dce070cb852f59251dc17ee6bb30d68763a2f69195c7baaf6943224ef4b46ee6&req=diQvE8t%2FlIZWX%2FMW1HO4zVCySBdqrGgwE7vLhn55ABI%2FWWX9%2FRAIEAN4G4xs%0AuKnujVEVm88Pd4V7DPM%3D%0A) Bills and Expenses created in QuickBooks Online will automatically appear in Buildern. You can also enable: - **Import Bills and Expenses from Synced Projects** - **Import Updated Bills and Expenses from Synced Projects** [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/4c6e1069-c5ae-41c5-92b3-9f7041ee894c.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485219792/a0c54869f1329bee76e187d31f34/4c6e1069-c5ae-41c5-92b3-9f7041ee894c?expires=1792671300&signature=bd2d9d4f300c8fa551513681991dd619f35ae2dce2c14d402984b6d564257e1d&req=diQvE8t%2FlIZWW%2FMW1HO4zYUZ9BUfavH4Rbj%2Fl9bIchJ%2Fs6aoH80RHCX7viGO%0AWM62chpRpmezO0Kvas0%3D%0A) These settings limit imports to transactions associated with projects that are already synchronized between Buildern and QuickBooks Online. ### **Create and Sync a Bill or Expense** To create and synchronize a new Bill or Expense: 1. Navigate to **Bills**. 2. Click **Create**. 3. Enter the required information, including: - Name - Vendor or Subcontractor - Date and Due Date - Cost Lines - Attachments 4. Review the transaction details. 5. Verify that **Send to QuickBooks** is enabled in the synchronization section. 6. Click **Save**. [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/ae8e6276-27d6-4339-b185-ac90cf1c7f09.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485219793/a966a77508b1e753c5f917047596/ae8e6276-27d6-4339-b185-ac90cf1c7f09?expires=1792671300&signature=d9d44c8e90bd035ed7d6cbd78bd9f214173ab45c6bc3c6317dca04c29cec4bdf&req=diQvE8t%2FlIZWWvMW1HO4zbnuIjeYNxlFIm3VRpcIlC%2F2nCo%2BMkBKR4ns%2BSMH%0AImnon0tbVqJruVYQXDU%3D%0A) Buildern will automatically create the corresponding transaction in QuickBooks Online. [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/22cb862f-1cc0-4684-965e-5294ed666bae.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485219797/a09808d066daa8d61a295f404b5b/22cb862f-1cc0-4684-965e-5294ed666bae?expires=1792671300&signature=424bf8699fb4ba4237e4ad6098e48a72845a5df4b244bed9db0b393616bd4241&req=diQvE8t%2FlIZWXvMW1HO4zZTdSlh9Vmp24T2WL6wvvYzwQOqdsxctHDnUC%2BAr%0Apk%2BgtAfo60d%2FkOiy5xA%3D%0A) ***ℹ️ Note -*** *Bills created in Buildern are synced as **Bills** in QuickBooks Online, while Expenses are synced as **Expense** transactions.* *👉 Learn more about [How to Add a New Bill in Buildern](https://help.buildern.com/en/articles/13774031-how-to-add-a-new-bill-in-buildern?hsLang=en-gb)* ### **Verify Synchronization Status** The **Sync** column in the Bills list displays the synchronization status of each transaction. When a Bill or Expense has been successfully synchronized: - A QuickBooks Online icon appears in the **Sync** column. - Clicking the icon opens the corresponding transaction in QuickBooks Online. [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/a3e2cfa0-64dd-49cc-8c13-378ae9c9de6e.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485219799/0ea8f1742c7040f1ead193f298bc/a3e2cfa0-64dd-49cc-8c13-378ae9c9de6e?expires=1792671300&signature=0627b9b948fa641127f5c27badf33e666434c081049c666fd940bc5933eb33c2&req=diQvE8t%2FlIZWUPMW1HO4zaiYAex7XYNKoTyL3jx14G6xxMPq%2FMsLtmmg9%2Bjm%0ADVqXBw6ry5v0YDyO%2B14%3D%0A) ### Sync an Existing Bill or Expense To synchronize a previously created transaction: 1. Navigate to **Bills**. 2. Locate the transaction. 3. Click the **⋯ (three-dot menu)**. 4. Select **Edit**. 5. Make any necessary changes. 6. Scroll to the synchronization section. 7. Enable **Send to QuickBooks**. 8. Click **Save**. [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/027c5800-bd93-4110-be1f-9a43e1108886.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485219801/aca87071aaad72549e53ba487bad/027c5800-bd93-4110-be1f-9a43e1108886?expires=1792671300&signature=85f63d562e367442d6d69708166c067045aecafb319b349d95f0bddf971c9e38&req=diQvE8t%2FlIlfWPMW1HO4zUEgDk7IAyJg3IPc0zBmw9SOWaQhPda7uzNoahsL%0AeVRm5oAkJ4QWxWYXvIU%3D%0A) Buildern will create or update the corresponding transaction in QuickBooks Online. ### **Resolve Synchronization Errors** Synchronization may fail when related records have not yet been synced with QuickBooks Online. Common causes include: - New Cost Codes - Vendors or Subcontractors - New Projects For example, if a Cost Code referenced by a Bill has not been synchronized with QuickBooks Online, Buildern will display an error message during synchronization. [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/be066390-6769-4761-ba91-e2de65046b86.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485219800/12b51cee36f8f8c914dabb15dfe8/be066390-6769-4761-ba91-e2de65046b86?expires=1792671300&signature=b0bb865e19a37b36984f3664b12390afa2883c445374ee5403a0b01548c9541e&req=diQvE8t%2FlIlfWfMW1HO4zYfjUcp%2Bx6CdRByaFokshE45kWCuupwAtXjvglbe%0AGujfhUXVMrMfUTKaOcE%3D%0A) When available: 1. Click **Fix Issues**. 2. Review the missing dependencies. 3. Synchronize the required records. 4. Save your changes. 5. Retry synchronization. [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/1e570557-855a-46a5-af79-0e8d1b9c20a1.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2485219798/94f7a8c6a8ffbe3eab4e4541d4c6/1e570557-855a-46a5-af79-0e8d1b9c20a1?expires=1792671300&signature=7626598f163eb73dd86ad021aab63dad72e00840faa76d45b5443c76eaefe61d&req=diQvE8t%2FlIZWUfMW1HO4zVl5YZOwlBQDQESJd4RrwAeHbsKh2lLr22B4wixF%0AGGSH36lXGuqeoO5qMCw%3D%0A) Once all required records are synced, the Bill or Expense can be successfully synchronized. ### View Synced Bills and Expenses in QuickBooks Online To confirm synchronization: 1. Open QuickBooks Online. 2. Navigate to **Expenses \> Bills** to review Bills. 3. Navigate to the **Expenses** section to review Expense transactions. ### **Transaction Updates and Ongoing Synchronization** After a Bill or Expense has been synchronized, most updates continue to sync automatically between Buildern and QuickBooks Online. To receive updates from QuickBooks Online, ensure **Bring Updated Bills and Expenses from QuickBooks** remains enabled in **Accounting Integration** settings. **The following changes are synchronized from Buildern:** - Status changes - Vendor updates - Date and Due Date changes - Reference updates - Amounts Are (Australian QBO only) - Payment synchronization - Line item updates: - Description - Quantity - Unit Cost - Cost Code - Tax (Australian QBO only) - For Expenses only: - Payment Method - Payment Account **The following changes are synchronized from QuickBooks Online:** - Status changes - Vendor updates - Date and Due Date changes - Reference updates - Amounts Are (Australian QBO only) - Payments created in QBO - Line item updates: - Description - Quantity - Unit Cost - Cost Code - Tax (Australian QBO only) ### **Special Synchronization Behaviors** - If a Bill from a **Cost Plus** project has been added to a Client Invoice, updates made in QuickBooks Online are not imported back into Buildern. - If a new line is added in QuickBooks Online and assigned to a different Customer/Project, Buildern imports that line as a separate Bill. - If all lines are removed from a synchronized Bill in QuickBooks Online, the corresponding Bill is deleted from Buildern. - If a synchronized Bill or Expense is deleted in QuickBooks Online, Buildern removes the synchronization link but retains the Buildern transaction. You're now equipped to make the most of this functionality and improve your day-to-day operations. 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