📋Requirements
Before you begin, make sure:
You have access to Buildern.
You have a QuickBooks Online account.
You have administrator permissions in both Buildern and QuickBooks Online.
You are logged in to both platforms.
Connect Buildern to QuickBooks Online
To connect your Buildern account to QuickBooks Online:
Navigate to Settings > Accounting Integration.
Locate the QuickBooks Online integration.
Click Connect.
4. Select the QuickBooks Online company you want to connect.
5. Click Next.
6. Click Connect to authorize Buildern to access your QuickBooks Online account.
You will be redirected back to Buildern to begin configuring the integration.
Configure Project Syncing
Buildern can sync projects with QuickBooks Online using one of two methods:
Project = Customer
Project = Job
Under How to Sync Buildern Projects with QuickBooks, select the option that best matches your workflow.
1) Project = Customer - Each Buildern project is created as, or linked to, a customer in QuickBooks Online.
2) Project = Job - The first assigned client in Buildern is created as a customer in QuickBooks Online, and the Buildern project is created as a Job under that customer.
When project syncing is enabled, a Projects checkbox appears at the top of the integration settings page.
💡 Tip - Project syncing helps ensure bills, expenses, and client invoices are associated with the correct project in QuickBooks Online.
Configure Automatic Bill and Client Invoice Syncing
Buildern can automatically send bills and client invoices to QuickBooks Online when they are created.
Enable:
Bills
Client Invoices
When enabled, newly created bills and invoices will display a Send to QuickBooks checkbox.
Configure Two-Way Bill and Expense Syncing
Buildern can also import bills and expenses created directly in QuickBooks Online.
Enable:
Bring Bills and Expenses from QuickBooks
Bring Updated Bills and Expenses from QuickBooks
When enabled, bills and expenses created in QuickBooks Online automatically appear in Buildern.
You can also enable:
Import Bills and Expenses from Synced Projects
Import Updated Bills and Expenses from Synced Projects
These options limit imports to bills and expenses associated with projects that are already synced between Buildern and QuickBooks Online.
Configure Vendor Syncing
To automatically import vendors from QuickBooks Online into Buildern, enable Bring Vendors from QuickBooks.
When enabled:
New QuickBooks vendors are automatically created in Buildern.
Imported vendors are created as Sub/Vendor profiles.
👉 Learn more about How to Sync Sub/Vendors with QuickBooks Online
Configure Cost Code Syncing
Buildern allows Cost Codes to sync with QuickBooks Online Products and Services. Enable Bring Products & Services from QuickBooks.
When enabled, QuickBooks Online Products and Services can be imported and matched with Buildern Cost Codes.
Buildern uses a one-to-one relationship when syncing Cost Codes:
One Buildern Cost Code can only be linked to one QuickBooks Online Product or Service.
One QuickBooks Online Product or Service can only be linked to one Buildern Cost Code.
ℹ️ Note - Once a QuickBooks Online Product or Service has been linked to a Cost Code, it cannot be selected for another Cost Code.
Configure Default Accounts
Select the default QuickBooks Online accounts Buildern should use for various transaction types.
Default Account for Bills - Select the QuickBooks Online Accounts Payable account.
Default Account for Bill Payment Records - Select the bank account or credit account that should be used when bill payments are synced.
Default Account for Client Invoice Payment Records - Select the account that should be used when client invoice payments are recorded in QuickBooks Online. This is typically a bank account.
Default Expense Account for New Cost Codes - Select the expense account that should be assigned when Buildern creates a new Product or Service in QuickBooks Online.
Default Income Account for New Cost Codes - Select the income account that should be assigned when Buildern creates a new Product or Service in QuickBooks Online.
Configure Bill Reference Syncing
Buildern bills contain both a unique Bill ID and a Reference field.
Choose which values should be sent to QuickBooks Online:
Bill ID Only
Reference Only
Bill ID and Reference
ℹ️ Note - QuickBooks Online limits reference fields to 21 characters.
After completing the configuration, click Save and Continue.
Complete the Initial Data Sync
After saving your integration settings, Buildern guides you through a series of synchronization windows.
Depending on your configuration, you may see sync windows for:
Cost Codes
Sub/Vendors
Projects
Taxes
Users
ℹ️ Note - The Taxes sync window only appears if Taxes are enabled in your Buildern company settings.
Understanding the Sync Windows
Most synchronization windows contain two tabs:
QuickBooks to Buildern
Buildern to QuickBooks
These tabs allow you to determine how records should be matched between the two systems.
For each record, you can select one of the following options:
Not Matched - The record will not be connected to any record in the other platform.
Create New - A new record will be created in the destination system.
Select Existing - An existing record will be selected and linked between the two platforms.
Once a record has been matched, it becomes unavailable for additional matches to prevent duplicate mappings.
👉 Learn more about:
Next Steps
Once the integration setup is complete, your selected data will automatically sync between Buildern and QuickBooks online based on the configuration you have chosen.
You can return to Settings > Accounting Integration at any time to modify sync settings, update mappings, or reconnect your QuickBooks Online account.
We hope this article has helped you better understand how to use this feature in Buildern.
Happy Building!