QuickBooks invoice sync for contractors
QuickAdmin Premium includes QuickBooks invoice synchronization. You build the estimate, change orders and job invoice in QuickAdmin, then synchronize the finished invoice with QuickBooks Online so nobody retypes it. It synchronizes invoices; it is not described as a full two-way accounting integration.
Updated: . Based on the Premium plan list and QuickAdmin's documented QuickBooks workflow.
Create a free account Compare plans (sync is on Premium)
What the integration does
Contractor software explains why money is owed: the job, estimate, approved change orders, photos and the job invoice. QuickBooks Online explains where the money sits: receivables, payments, bank reconciliation and tax-ready reports. Invoice synchronization moves the invoice between the two so the same total is not typed twice.
- Create the customer and the job in QuickAdmin, then build the estimate and record approved change orders.
- Create the job invoice (Sales → Job Invoice) so the title, customer, dates and scope match the approved work.
- Open Map QuickBooks Customer & Project once per customer and choose the matching QuickBooks customer, and optionally an existing QuickBooks Project.
- Review the invoice with the checklist below, then synchronize it to QuickBooks Online.
- Confirm the record in QuickBooks and let your bookkeeper handle payments and reconciliation there.
Scope and limits
Read this table before you rely on the sync. Anything marked "Not listed" is not part of QuickAdmin's published QuickBooks feature.
| Item | Status | Note |
|---|---|---|
| Invoices created in QuickAdmin | Synchronized | Premium lists QuickBooks invoice synchronization. |
| QuickAdmin job customer ↔ QuickBooks customer | Linked once | Use Map QuickBooks Customer & Project from the invoice. |
| QuickAdmin job ↔ QuickBooks Project | Optional link | Groups invoices and bills under the same Customer/Project. |
| Payments, bank matching and reconciliation | Stay in QuickBooks | Not described as part of the sync. |
| Vendors, bills, time and cost codes | Not listed | Do not assume a full two-way accounting sync. Confirm the scope in your account. |
Requirements
- The Premium plan ($118.99 per month). The Free, Basic and Advanced plans do not list the sync.
- A QuickBooks Online account that you connect from inside QuickAdmin.
- Customers mapped once to their QuickBooks customer before the first sync.
Support
Questions about the connection or exact sync scope: support@quickadminsoftware.com.
Avoid duplicate invoices
- Create each invoice in one place only, usually QuickAdmin.
- If a sync fails, investigate the failure; do not recreate the invoice by hand in QuickBooks.
- Search by invoice number in QuickBooks before anyone creates a copy.
- Ask your accountant before editing a synchronized invoice that is already paid or reconciled.
Pre-sync checklist
| Check | Question |
|---|---|
| Customer | Correct client, and linked to the QuickBooks customer? |
| Job / Project | Correct job, and the QuickBooks Project link if you use one? |
| Invoice number | Unique and consistent between both systems when your settings allow? |
| Dates | Invoice date and due date match your payment terms? |
| Scope and change orders | Matches the approved work, including approved change orders? |
| Line items and total | Quantity, rate, tax and discount reconcile to the final amount? |
| Sync status | Not already sent to QuickBooks? Check before recreating anything. |