Enable and use the QuickBooks connector
The QuickBooks connector ties the job you run in XBuild to the books you keep in QuickBooks Online. Link a project to its QuickBooks customer once, and the customer’s estimates and invoices file themselves into the project’s Documents, job-site photos can be shared onto the paperwork, and deposits collected in XBuild post back to QuickBooks — no re-keying, no emailing files to the office. You must be logged into XBuild as an Administrator to connect QuickBooks. Connectors require an XBuild Pro Subscription Plan or greater. The connector works in both the XBuild web app and the mobile app.Why connect QuickBooks to XBuild?
Your jobs run in XBuild and your books live in QuickBooks. This connector keeps the two in step — financial paperwork lands on the project, and job evidence lands on the books, without anyone re-entering data.- Estimates and invoices where the crew looks: every estimate or invoice on a linked customer lands in the project’s Documents automatically, so nobody opens QuickBooks to check what’s been quoted or billed.
- Photos on the paperwork: share job-site photos onto a QuickBooks estimate, invoice, or the customer record — proof-of-work attached to the books without email round-trips.
- Deposits that reconcile themselves: a deposit collected in XBuild posts to the linked customer in QuickBooks as an unapplied payment, ready for your bookkeeper to apply.
- Answers in chat: ask the AI “has this job been invoiced?” or “is the invoice paid?” and get the current state from QuickBooks.
1. Connect Your QuickBooks Online Account
- Navigate to Settings → Connectors → QuickBooks.
- Click + Add connection, then Sign in with QuickBooks. XBuild uses Intuit’s secure OAuth — we never see or store your password.
- Log in to Intuit in the secure window, review the requested permissions, and click Authorize. If your Intuit login has more than one company, pick the company to connect.
- Optionally set a Display name for the connection. XBuild supports one QuickBooks company per workspace.
- Auto-file estimates & invoices — file PDFs from QuickBooks into linked projects’ Documents.
- Allow payment sync to QuickBooks — post XBuild-collected deposits back to QuickBooks.
2. Link a Project to a QuickBooks Customer
Each capability below hangs off a one-time link between an XBuild project and a QuickBooks customer. While linking, you can also pull the customer’s existing QuickBooks files into the project.Open the QuickBooks Picker
Open the project’s chat and click the + menu, then choose QuickBooks. This works on a brand-new chat too — the customer you pick and any files you select ride along with your first message.Choose a Customer
Search your QuickBooks customers by name — the picker matches the display name as it appears in QuickBooks. Each row shows the name and address so you can tell similar customers apart, and sub-customers show which parent they belong to. You can link at either level. A QuickBooks customer links to one XBuild project (and vice versa), so customers that are already linked are marked in the list. If the customer you need is linked to another project, XBuild shows you which one and offers to move the link — or, if both jobs are real work for the same customer, create a sub-customer for the new job in QuickBooks and link to that instead.Select Files and Photos
After picking the customer, XBuild lists the attachments already stored in QuickBooks — both on the customer record itself and on the customer’s recent estimates and invoices — split into Files and Photos tabs with select-all controls. Select what’s useful for the job and confirm; XBuild imports your selection into the project. Re-importing later won’t create duplicates.What Happens After You Link
A confirmation card appears in the project chat. XBuild fills in the project’s client name and address from the customer record, and writes a link back to the XBuild project into the customer’s Notes in QuickBooks, so anyone working in the books can jump straight to the job. You can unlink at any time from the same menu. Unlinking stops future syncing — documents already filed stay on the project. Tip: to import more QuickBooks files later, open the + menu again — the linked customer card lets you re-open the file picker without changing the link.3. Estimates and Invoices in Project Documents
With a project linked and Auto-file estimates & invoices on, XBuild files the customer’s existing estimates and invoices right away, then keeps up as things change in QuickBooks:- New or revised estimates and invoices appear in the project’s Documents, grouped under Financial and tagged Estimate or Invoice. A revised document replaces the previous version in the list — including when a payment changes the invoice’s balance, so you always see the current state.
- Voiding or deleting a document in QuickBooks doesn’t make it vanish in XBuild — the filed copy stays, labeled Voided.
- The linked-customer card in the chat + menu shows Estimate attached / Invoice attached once documents have synced.
4. Share Job-Site Photos to QuickBooks
Photos never sync to QuickBooks on their own — you choose what the office sees.- From the project’s photos (or the album in the mobile app), select one or more photos.
- Choose Share to QuickBooks.
- Pick the target: the linked customer record, or a specific estimate or invoice on that customer. If the customer has no estimates or invoices yet, the customer record is the only option.
- Confirm. XBuild uploads the photos as attachments on the chosen record and remembers what’s been shared, so re-sharing the same photos to the same target won’t create duplicates.
5. Deposits Post Back to QuickBooks
When a homeowner pays a deposit on a linked project (and Allow payment sync is on), XBuild posts it to QuickBooks as an unapplied payment under the linked customer, with the Stripe payment reference attached. Your bookkeeper applies it to the right invoice on their terms — XBuild never guesses at a match. If QuickBooks rejects the posting — most commonly a closed accounting period or missing permissions — XBuild holds the deposit and flags it on the project instead of posting something wrong. Fix the cause in QuickBooks, then an Administrator can use Retry on the project to post it again.6. Ask the AI About Invoicing Status
With a project linked, the project chat can answer read-only questions like “has this job been invoiced?”, “is the invoice paid?”, or “what’s been quoted?” — from the synced QuickBooks records, refreshed automatically when they’re stale.7. Disconnect
An Administrator can disconnect from Settings → Connectors → QuickBooks using the X on the connection row. Disconnecting revokes XBuild’s access with Intuit and clears the workspace defaults. Documents already filed into projects are retained, and project links are kept — reconnecting the same company resumes syncing without re-linking. If your organization has multiple locations connected to the same QuickBooks company, note that Intuit revokes the authorization for all of them together: disconnecting QuickBooks from one location disconnects every location that shares that company.8. Troubleshooting Common Issues
- I don’t see QuickBooks in the + menu or Settings. QuickBooks requires a Pro plan or greater. Contact XBuild Support if you believe it should be available.
- I can’t find the customer when linking. The picker searches active QuickBooks customers by display name. Check the spelling as it appears in QuickBooks, and confirm the customer isn’t inactive.
- The customer I want is already linked to another project. A QuickBooks customer links to one project at a time. The link dialog shows the current project and offers to move the link — moving stops syncing on the old project but keeps its filed documents. For a second job with the same customer, create a sub-customer in QuickBooks and link to that.
- A file I expected isn’t in the link picker. The picker lists attachments on the customer record and on the customer’s most recent estimates and invoices. Attachments on older transactions may not appear — attach them to the customer record in QuickBooks to make them available.
- An estimate or invoice isn’t showing up in Documents. Confirm the project is linked to the right customer (or sub-customer — documents on a sub-customer sync to the project linked to that sub-customer) and that Auto-file estimates & invoices is on in the connector’s Configuration.
- A deposit shows as held. QuickBooks refused the posting — usually a closed accounting period or a permissions change. Fix the cause in QuickBooks, then an Administrator clicks Retry on the project. XBuild never posts a guessed or mismatched transaction.
- We disconnected and reconnected — did we lose anything? No. Filed documents stay on their projects, and project links are kept — syncing resumes automatically once the same company is reconnected.