Connecting QuickBooks Online

Buildra's QuickBooks Online integration syncs vendor invoices, customer invoices, payments, and the chart of accounts. Setup takes about ten minutes. Here is the complete walkthrough.

Before you start

• You need an active QuickBooks Online subscription (any tier).
• You need to be an Admin in QuickBooks. Read-only QBO users cannot authorize the integration.
• In Buildra, you need to be an Owner.

Connecting

1. Go to /settings/integrations/quickbooks.
2. Click Connect QuickBooks. You will be redirected to Intuit's OAuth screen.
3. Sign in to QuickBooks and pick the company file to connect.
4. Authorize the requested scopes (read/write accounting data, read payments, read user info).
5. You will land back on the Buildra settings page with a “Connected” badge.

Account mapping

After connecting, Buildra walks you through a one-time mapping wizard. You will map:

• Income accounts. Where pay app revenue lands (usually Construction Income).
• Expense accounts. Where vendor invoices post (usually broken out by trade).
• Bank accounts. Which bank account is the default for payments.
• Sales tax codes. If you operate in a sales-tax jurisdiction.

Tip: If your chart of accounts is messy, clean it up before mapping. The mapping captures the current state — adding new accounts later is fine, but renaming existing ones causes sync confusion.

What syncs (and what does not)

Syncs from Buildra to QBO:

• Pay applications (as customer invoices)
• Vendor invoices (as vendor bills)
• Owner payments received
• Vendor payments sent
• Change orders (as invoice line items)

Syncs from QBO to Buildra:

• Payments recorded directly in QBO
• Updates to the chart of accounts
• Customer/vendor master data changes

Does not sync: Payroll, time tracking (we use our own), general journal entries, project-specific QBO classes (Buildra uses its own project tagging).

Sync frequency

Real-time, in both directions, with a fallback nightly reconciliation job. You will rarely see a lag over 60 seconds.

Reviewing the sync log

Every sync event is logged under /settings/integrations/quickbooks/errors. Errors are rare but happen — most common is a missing GL account that needs mapping. Click any error row to see the underlying detail and the retry button.

Disconnecting

1. Go to /settings/integrations/quickbooks.
2. Click Disconnect.
3. Confirm in the modal. The connection is revoked immediately; no further syncs occur.

Disconnecting does not delete the data already synced. Historical records in QBO remain intact.