How Buildertrend and QuickBooks Online (QBO) Work Together to Solve Key Challenges

To give you a well-rounded view of Buildertrend and QBO integrations, we spoke with professionals who work directly with construction businesses to streamline financial workflows and improve financial visibility.

Meet the Experts

📌 Vinnie Morrissey – Principal Scaled Customer Success Manager, Buildertrend
With over six years of experience in customer success, Vinnie Morrissey specializes in helping construction businesses streamline their operations with Buildertrend. His deep expertise in project workflows, financial management, and QuickBooks integrations makes him a trusted resource for builders looking to improve financial visibility and efficiency. Vinnie takes a hands-on approach to ensure businesses don’t just implement Buildertrend—but fully leverage its capabilities for long-term success. When he’s not guiding customers through seamless integrations, you can find him at the bowling alley—an elite bowler with a passion for the game!

📌 Kristina Hernandez Eddy – Director of Sales & Marketing, 24hr Bookkeeper
Kristina Hernandez Eddy specializes in sales, marketing, and process optimization for construction bookkeeping and financial consulting services at 24hr Bookkeeper. With a deep understanding of how financial workflows impact construction businesses, she helps clients navigate the complexities of integrating Buildertrend with QuickBooks Online (QBO) and executing other solutions in construction bookkeeping and accounting. By working closely with industry professionals and software providers, Kristina ensures businesses have the tools and strategies they need to streamline operations, improve financial visibility, and drive profitability. When she’s not helping clients implement seamless integrations and processes, she enjoys working on personal projects and spending time with her family.

Overcoming Financial Roadblocks in Construction

Managing finances in construction presents unique challenges. Many businesses face fragmented financial systems, miscommunication between teams, and inconsistent cost tracking. Limited visibility into project budgets only compounds these issues. These struggles often stem from using multiple disconnected platforms, leading to inefficiencies, redundant data entry, errors, and difficulty tracking real-time financials.

Buildertrend, a leading construction management software, provides a comprehensive solution that integrates essential financial tools into a single, seamless system. To explore how construction companies can leverage Buildertrend’s capabilities—especially in tandem with QuickBooks Online—our Director of Sales and Marketing, Kristina Hernandez, sat down with the Principal Scaled Customer Success Manager at Buildertrend, Vinnie Morrissey, to discuss the most common financial challenges in construction and how Buildertrend helps businesses navigate these complexities.

1. Vinnie, from Buildertrend’s perspective, what are the most common financial struggles construction businesses face, and how do your tools address these challenges?

Construction businesses often struggle with fragmented financial management systems and the use of multiple platforms that don’t communicate efficiently. This results in miscommunication between teams, inconsistent cost tracking, and a lack of real-time visibility into project budgets.

Buildertrend addresses these challenges by offering an all-in-one solution that integrates estimating, budgeting, invoicing, and payment processing. The Job Costing Budget tool provides real-time visibility into expenses, ensuring that builders stay on track with project costs. Additional features such as linking bills to schedules for automated payment reminders, change order management, bid management, and streamlined invoicing help businesses reduce errors and improve cash flow management.

2. How does Buildertrend believe utilizing its financial tools, especially in tandem with QuickBooks Online, empowers construction businesses to succeed?

Buildertrend’s integration with QuickBooks Online creates a seamless connection between project management and financial accounting. This integration allows businesses to sync invoices, payments, and cost data, eliminating double entry and reducing errors.

By combining Buildertrend’s project-based financial tools with QuickBooks Online’s accounting capabilities, construction companies gain a comprehensive view of their financial health, improve compliance with tax regulations, and enhance decision-making through streamlined reporting.

3. What are some success stories or key benefits Buildertrend clients have shared about integrating Buildertrend with QuickBooks Online?

Clients who have integrated Buildertrend with QuickBooks Online report significant time savings and fewer financial discrepancies. One customer noted that syncing budgets and invoices enabled them to present clear and accurate financial reports to lenders and clients, leading to faster approvals. Others have highlighted the benefits of real-time job cost tracking, which helped prevent overspending and ultimately increased profitability.

By leveraging Buildertrend’s financial tools in conjunction with QuickBooks Online, businesses improve financial accuracy, cash flow management, and project profitability.

4. What do you recommend as the first steps for construction businesses looking to streamline financial workflows using Buildertrend and QuickBooks Online?

The first steps for optimizing financial workflows include:

• Setting Cost Code Expectations – Ensure that cost codes align properly with the General Ledger in QuickBooks Online by utilizing Buildertrend’s educational resources, including webinars and tutorials.
• Defining Workflows – Establish clear approval processes for internal and external invoice and bill syncing.
• Setting Up Integration – Use Buildertrend’s guided setup process to connect with QuickBooks Online efficiently.

5. What are the most effective ways construction businesses can avoid financial discrepancies between Buildertrend and QuickBooks Online?

To minimize financial discrepancies, construction businesses should:

• Standardized Entry – Maintain consistent naming conventions and coding for financial features across both platforms.
• Checks & Balances – Implement role-based workflows that create a verification process between field teams and office staff.
• Reconciliation – Regularly reconcile accounts to identify and address discrepancies before they escalate.
• User Permissions – Restrict access to financial tools to authorized personnel to reduce errors and unauthorized modifications.

6. What are construction businesses missing when they think about integration?

Many businesses assume that simply linking Buildertrend with QuickBooks Online is all that’s needed for a successful integration. However, a true integration requires more than just data syncing—it involves structured mapping, workflow adjustments, and a deeper understanding of how financial transactions interact between the two systems.

🛠 Key Areas Often Overlooked:

• Mapping Cost Codes & Chart of Accounts – Ensuring accurate alignment between Buildertrend’s job costing and QuickBooks Online’s financial categories.
• Workflow Adjustments – Establishing approval processes to prevent errors when syncing bills and invoices.
• Proactive Monitoring – Regularly reconciling and verifying synced transactions to prevent double entry and missing data.
• Utilizing Reporting Features – Taking full advantage of Buildertrend’s financial reports to track job costs and profitability.

Solving Common Buildertrend & QuickBooks Online (QBO) Integration Challenges

Construction finances are more than just numbers—they’re the backbone of every project’s success. But without seamless integration between Buildertrend and QuickBooks Online (QBO), misaligned cost codes, data gaps, and inconsistent financial workflows can lead to costly errors and inefficiencies. Many construction companies experience cost code mismatches, integration gaps, and financial reporting errors when trying to sync Buildertrend with QuickBooks Online (QBO). These issues can lead to inaccurate job costing, unstructured workflows, and profit loss.

That’s where 24hr Bookkeeper steps in. We specialize in construction bookkeeping and financial integration, making sure Buildertrend and QuickBooks Online don’t just connect—but work together seamlessly. Our team eliminates data gaps, refines workflows, and provides ongoing financial oversight to help businesses stay profitable and make confident financial decisions. With the right setup, construction companies can transform how they manage their finances, ensuring every dollar is accounted for and every job remains on track.

👉 To address some of the most common integration challenges, Kristina Hernandez Eddy, Director of Sales & Marketing at 24hr Bookkeeper, breaks down the key struggles businesses face when syncing Buildertrend with QuickBooks Online—and how to solve them.

Kristina, what is the #1 issue construction businesses face with Buildertrend and QuickBooks Online integrations?

“Without a doubt, cost code mapping. A lot of companies say, ‘We don’t want to look at our cost codes again,’ but cost codes are the foundation of the entire integration. If they are misaligned, budgets won’t be accurate, financial reporting will be messy, and job costing won’t be reliable. Cost codes must exist in both Buildertrend and QuickBooks Online, and they must be mapped correctly. We cannot move forward with any integration process until we have reviewed and refined cost codes.”

2. What happens when businesses assume their integration is complete?

“This is one of the biggest challenges we see. Businesses think they’re integrated, but then they run into issues: their job costing is off, their COGS analysis doesn’t align, or they have missing transactions in QuickBooks Online. This happens because they skipped over properly mapping their chart of accounts, reviewing financial workflows, and aligning categories between Buildertrend and QuickBooks Online. When companies realize this, they often have to go back to the basics—which is frustrating and time-consuming. That’s why we emphasize getting it right the first time.”

3. How does 24hr Bookkeeper help businesses who are struggling with integration pain points?

“We take a deep dive into where the integration is failing. Whether it’s cost code misalignment, incomplete mappings, or incorrect financial workflows, we diagnose the problem, provide a solution, and implement fixes. More importantly, we train businesses on how to maintain financial accuracy moving forward. Many construction companies need guidance on how financial transactions should flow between Buildertrend and QuickBooks Online, and we help bridge that knowledge gap.”

The Role of 24hr Bookkeeper in Bridging the Financial Management Gap between Buildertrend and QuickBooks Online (QBO)

While Buildertrend and QuickBooks Online (QBO) are both powerful tools, they don’t inherently cover every financial aspect construction businesses need. 24hr Bookkeeper bridges the gap and ensures businesses not only integrate these tools but optimize them for long-term financial success. Buildertrend focuses on project management and QuickBooks Online handles financial accounting, and 24hr Bookkeeper plays a crucial role in bridging the gap between the two platforms. We ensure that businesses don’t just integrate these tools but also optimize them for real-world financial management.

At this point in the conversation, it’s important to recognize that Buildertrend and QuickBooks Online each serve their own distinct function—but they don’t inherently communicate everything a construction business needs to thrive financially. 24hr Bookkeeper ensures that the integration is not only set up properly but actively managed and maintained for long-term success.

🚨 Biggest Myths About Buildertrend & QuickBooks Online Integration

• “Integration is just clicking a button.” – Nope. Proper mapping, cost coding, and workflow alignment are critical.
• “We don’t need to change our processes.” – Every successful integration requires adjustment to optimize workflows.
• “Syncing automatically makes everything accurate.” – Not if cost codes, accounts, and reporting structures don’t match!

By working directly with Buildertrend’s product team and customer support, we not only understand how the software works but also how it needs to function for businesses to thrive financially. Our role extends beyond software support—we act as the financial management backbone that keeps construction companies running efficiently.

Why Most Buildertrend-QuickBooks Integrations Fail (And How to Fix Them)

Many construction companies believe their integration is complete, only to realize they are still facing financial management challenges. Here’s why:

• Cost Code Issues – A successful integration starts with accurate cost codes in both Buildertrend and QuickBooks Online. Many businesses resist revisiting cost codes, thinking they have already been refined, but cost codes dictate budgets, job costing, and profitability. Without proper alignment, financial tracking will always be inaccurate.
• Incomplete Mapping – A company might have Buildertrend set up properly, but nothing is mapped correctly in QuickBooks Online. If cost codes exist in Buildertrend but are missing from QuickBooks Online, the integration is incomplete.
• COGS (Cost of Goods Sold) Analysis – Reviewing the chart of accounts ensures financial data is properly categorized. This step is often overlooked but is critical for accurate job costing and financial reporting.
• “Half-Integration” Problems – Some businesses assume they are fully integrated but later realize key financial workflows are disconnected. 24hr Bookkeeper defines and resolves the gaps between Buildertrend and QuickBooks Online.

How 24hr Bookkeeper Solves These Integration Gaps

At 24hr Bookkeeper, we take a hands-on approach to financial integration, ensuring that construction companies fully understand how their systems should work together. Our expertise includes:

• Integration Strategy & Setup – We review cost codes, job costing, and financial mapping to align Buildertrend and QuickBooks Online.
• Financial Management Consulting – We train businesses on how to use both platforms effectively, ensuring budgets, invoicing, and financial reports are accurate.
• Data Entry & Oversight – We assist in mapping transactions properly, reconciling accounts, and ensuring cost codes exist in both systems.
• Workflow Optimization – We create custom workflows that eliminate inefficiencies and establish best practices for financial tracking.

Final Thoughts: The Power of Buildertrend, QuickBooks Online, and 24hr Bookkeeper

Managing construction finances is complex, but Buildertrend and QuickBooks Online together create a powerful, integrated solution that simplifies financial management, increases efficiency, and enhances profitability. However, true success requires expert financial oversight.

💡 Did you know that 75% of 24hr Bookkeeper clients also use Buildertrend? As a trusted Buildertrend partner, we work closely with their product and customer service teams. Buildertrend even refers clients to us for software evaluations from a financial management perspective.

Struggling with your Buildertrend & QuickBooks Online integration? Let’s fix that. Whether you need a setup review, troubleshooting, or full financial oversight, we’re here to ensure everything runs seamlessly. Book a consultation today and take control of your financial workflows!

Let’s talk! Book a consultation today.

🚀 Let’s optimize your financial workflow!

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