The QuickBooks integration syncs invoices from myBLDR to QuickBooks through project-based workflows.
Note: Invoice synchronization requires projects and occurs at the project level only. There is no account-level invoice sync option. Establishing the QuickBooks connection enables integration for all projects on the account, but it doesn't automatically sync invoices.
Note: myBLDR only connects with QuickBooks Online. The desktop version isn't supported.
Connect myBLDR to QuickBooks
To connect myBLDR to QuickBooks:
Select Profile from the top toolbar, then select QuickBooks Setup from the left panel.
Select Connect to QuickBooks and log in with QuickBooks Online credentials.
Select the QuickBooks account where bills are sent. This is generally the Accounts Payable account.
Select the vendor name used in QuickBooks for Builders FirstSource.
Map other vendors to their QuickBooks equivalents. Select + Add another Vendor mapping to map additional vendors.
Map each myBLDR project to its corresponding QuickBooks project.
Tip: To add a vendor that doesn't appear in the mapping list, add it first under Vendor Management.
Sending invoices from myBLDR to QuickBooks requires a mapped project, vendor, and cost code. For more information, see the Cost Codes topic.
Map Cost Codes to QuickBooks
myBLDR comes preloaded with standard NAHB cost codes. For a modified NAHB or custom set of cost codes, the Cost Code Manager allows full customization.
Edit Cost Codes
Cost codes are edited in-screen.
To edit a cost code:
Select Profile from the top toolbar, then select Cost Codes from the left panel.
Double-click the field in the table to edit it.
Upload Custom Cost Codes
A custom list of cost codes replaces the default NAHB cost code list.
To upload a custom cost code list:
Select Profile from the top toolbar, then select Cost Codes from the left panel.
Select Download our template to download the cost code template.
Edit the template to list the cost codes.
Save the completed template.
Select Select File and choose the saved template. The uploaded list replaces the default cost codes.
Note: Column headers can't change, and new tabs can't be added to the template.
The Grandparent Code and Parent Code group the Child Code. Cost codes listed under a common category share the same Parent Code. For example, a Parent Code of Utility Connections groups Child Codes such as Temporary Electric, Individual Wells, Water Service, Septic Systems, Sewer Service, Gas Service, Electric Service, Telephone Service, and Other Utility Connections.
Map Cost Codes to QuickBooks Products and Services
After QuickBooks setup is complete, a QuickBooks Product/Service column appears in the Cost Code Manager. This column maps each myBLDR cost code to its equivalent product or service in QuickBooks, and the mapped value is selected on the bill when an invoice is sent to QuickBooks.
The cost code structure carries over between the two systems:
The myBLDR Cost Code Parent corresponds to the QuickBooks Category.
The myBLDR Cost Code corresponds to the QuickBooks Product/Service Name.
To map a cost code:
Select the QuickBooks Product/Service field for a cost code.
Select the matching product or service from the list.
Note: In QuickBooks, each product or service linked to a myBLDR cost code needs the I sell this to my customers checkbox selected under Sales. Otherwise the item isn't available for selection on bills.
Sync Invoices from a Project
After QuickBooks is connected, invoices sync from the Budget tab of each individual project.
To sync an invoice:
Open a project and go to the Budget tab.
Enter the Reference/Invoice #, vendor, and cost code for the expense.
Select the Send to QuickBooks icon to the right of the invoice. Attachments are sent along with the invoice and are available in QuickBooks within the bill.
Invoices that have already been sent show a Sync icon instead of Send to QuickBooks, and invoice details can still be updated after sending.
Note: Errors when sending an invoice are usually related to a missing or incorrect vendor, project, or cost code mapping.
Options to Consider
For Accounting-Focused Users
The QuickBooks integration is designed for customers who manage work through projects. For a primary use case of accounting rather than project management, such as syncing invoices to QuickBooks without tracking them by project, the integration may not align with the workflow.
Use Project Workflows
Tracking customer work in any form, such as jobs, sites, or builds, calls for creating projects in myBLDR to organize invoices by that work. This provides the clearest financial visibility and allows QuickBooks sync.
Generic Project Workaround
Creating a single generic project (for example, "QuickBooks Sync" or "Accounting") and manually creating all invoices within that project's Budget tab before syncing them to QuickBooks allows QuickBooks integration for accounts that don't otherwise use projects. This removes project-level financial tracking and may not support accounting workflows effectively.
Warning: The generic project workaround is a technical option, not a recommended workflow. It allows the integration to function but bypasses the project-based structure that provides financial visibility and reporting.
Alternative Solutions
If neither option fits, a Paradigm representative can advise whether myBLDR's QuickBooks integration is the right fit or whether an alternative invoice management approach is better suited.