Here’s a list of best practices to consider when integrating QuickBooks with your BuildOps platform:
✅ Do
Create new Items in BuildOps. New items will automatically sync to QuickBooks.
Create new customers & properties in BuildOps. New customers & properties will automatically sync to QuickBooks.
Create new vendors in BuildOps. New vendors will automatically sync to QuickBooks.
Keep your QuickBooks company file open throughout the day. Doing this will allow the sync manager to communicate between both systems.
Make GL account assignment changes to Items in BuildOps. Those changes will be exported to update the corresponding QuickBooks item.
Be aware of any open records in QuickBooks when exporting customer/vendor records or related transactions from BuildOps. Any open records will cause your sync to fail until closed.
Create AP bill payments in QuickBooks.
Create new GL accounts, payment types, classes & sales tax codes in QuickBooks. These will be imported to BuildOps.
Make any changes to customer or property names in BuildOps and sync those changes to QuickBooks. If you make these changes exclusively in QuickBooks, those records, in addition to all transactions related to that customer/property, will not sync.
Create new Items in BuildOps and assign BOTH a GL Income & GL Expense account.
Ensure your BuildOps invoice numbering sequence is set accordingly during implementation to avoid overlapping invoice numbers between systems.
Be aware of the QuickBooks character limits when creating transactions and/or vendor/customer/property records in BuildOps.
❌ Don’t
Create a customer, vendor, or employee in BuildOps with the same name. Always use unique names.
Create & apply AR payments directly in QuickBooks. Your AR invoice payments are created in BuildOps and exported to QuickBooks.
Close the BuildOps Sync Manager.
Add job information to the customer record through QuickBooks’ “Job Info” tab.
Create an AR invoice payment for a customer different from the customer listed on the invoice.
Delete/remove customers or properties from QuickBooks that remain active in BuildOps. This will cause BuildOps to try and sync with a customer or property that no longer exists.
Move properties from one customer record to another in QuickBooks. Doing this will create transactions tied to that property to be misaligned in QuickBooks.
Change the customer or property on an existing job in BuildOps. Doing so will cause transactions on that job to be misaligned in QuickBooks.
Make any revisions to invoices in a “syncing” status. Instead, wait until the invoice is in a “Sync” status and make your change(s) then.