Before you can sync Invoices to QuickBooks, make sure you've set up the initial integration!
There are a couple of items you must have in place to successfully push your BuildBook invoices to QuickBooks Online (QBO).
A valid project address in the format: 123 Main Street, City, ST 00000, if you want to use location-based tax
Automated Sales Tax (AST) turned on in QuickBooks Online (read more about sales tax and how to enable this)
Once AST is turned on, the corresponding tax jurisdictions must be created in QBO. Usually, this is done on a state-by-state basis and only needs to be done once, but may need to be updated if starting a project in a new area.
Push an Invoice from BuildBook to QBO
If you're new to creating and managing Invoicing in BuildBook, start here.
Invoices are pushed to QBO when they are moved out of the Draft or Void status into the Open or Paid statuses. Only invoices in the Open and Paid statuses will be pushed to QBO. There is some additional behavior based on when the project's sync was enabled:
If an invoice is moved to draft then to a syncable status, regardless of when the invoice was moved to draft, it will always sync automatically.
If an invoice is voided before sync is enabled then that invoice is moved to a syncable status, the invoice will have to manually sync the invoice via the status log.
If an invoice is voided while sync is enabled then moved to a syncable status, it will sync automatically.
When an invoice is pushed to QBO, the "estimated tax" is updated to "actual tax."
Estimated tax is based on BuildBook's internal tax management system (using the "Tax" textboxes on each budget line). "Actual tax" is what QBO's Automated Tax System calculates for your invoice.
Changes to tax created by QBO will always appear in the invoice's activity log.
If tax returns as 0 when you expect a tax value, make sure that you have established the correct jurisdictions for your project's address in QBO.
Always check with your bookkeeper or CPA if you have any concerns about establishing tax correctly in QuickBooks Online's tax system.
How it works
Invoices are pushed to QuickBooks Online using products and services based on the Cost Codes on the invoice. BuildBook converts Cost Codes to products and services based on your QuickBooks settings.
Once an invoice is pushed to QBO, you can see the cost by product and service in the Products and Services list.
Remember that invoices push from BuildBook to QBO, so if you'd like to modify an invoice that came from BuildBook, you should edit it in BuildBook. We don't recommend editing invoices from BuildBook in QBO.
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