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When you integrate with QuickBooks, it reduces the amount of double entry that is needed to get data from Contractor Foreman into QuickBooks or from QuickBooks into Contractor Foreman.  Below is a list of items that sync.

Items that Sync

Invoices (Approved)
Estimates (Approved)
Time Cards
Purchase Orders
Cost Codes (Products & Services)
Contractors (Sent to QB as a Vendor)
Tax Rates


By design, Contractor Foreman does not import your current list of Projects, Invoices, Estimates, or Expenses.  It is best to leave that within QuickBooks.  Contractor Foreman, like many of our competitors, recommend that you start the integration with your next project.  Starting the integration mid-project will have data in QB that is not within Contractor Foreman. 

Once the integration is complete, data will automatically sync from one system to another as it is created or edited.

NOTE: Items updated in Contractor Foreman sends to QuickBooks instantly whereas items update in QB may take up to 5 minutes to reach our system.


Sync Methods

Do Not Send to QuickBooks – This prevents data from being sent to QB for the modules it is applied to

Send to QuickBooks – This sends data from Contractor Foreman to QB but not from QB to Contractor Foreman.

Sync Both Ways (Preferred) – This allows changes made in one system to be sent to the other system so that both retain the same data.


NOTE: Contractor Foreman does not allow you to edit your Chart of Accounts within our system.  We prefer you to continue doing that within QB.  We allow you to point to and reference it (which is all most people will ever need).  We also do now sync changes made in QB Time Cards back to Contractor Foreman due to the way time values are stored.  Any changes that need to be made to a time entry should be made within Contractor Foreman.


Transaction Log

All transactions that take place are recorded in the Transaction Log.  That is where you can see the success or failuers that took place.  If there is an error, click on View Help to see more information about the error and what is needed to resolve it.


If you have any questions, please email support@contractorforeman.com and we will be glad to help you with the integration process.  We do not provide QB training or suggestions on your QB setup, but we will help you get your data syncing both ways.


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Integrating with QuickBooks allows you to continue to use the system you know, but also gaining additional features by using a true project management system. 

Guided Integration (Recommended)

Integrating with QuickBooks shouldn’t be difficult or scary.  Let us walk you through the integration.  Schedule an exploratory call (up to 1.5 hours) to answer any questions you have about the integration and to review the current structure of your QuickBooks data (through screen share).  They will also identify if there are any concerns or changes that need to be made before integration takes place.  If additional QB assistance is needed, it can be purchased directly from Smart Business Solutions at a discounted rate of only $65/hour. 

Book an Integration Exploratory Call


Self-Guided Integration

The integration guides below will help you integrate your Contractor Foreman account with your QuickBooks Online or QuickBooks Desktop Account.  Each guide includes many other answers to your QB questions as well as screenshots to help.  If time allows, we do recommend the Guided Integration experience.  This takes the pain our of the QB Integration process.


Need help?  Need additional or ongoing QuickBooks assistance?  Book a 30-minute review meeting


For all other questions, click the Live Chat icon or email support@contractorforeman.com

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Yes, Expenses is synced with QBO & just so you know QB Desktop will be coming soon. Just so you know you can snap shot you receipt & attach it from where ever you are. You can do so by going to:

  • Menu > Expenses > Create New Expense > Fill out the details > Add Attachment.


NOTE: Please keep in mind on the App the “Add Attachment” is like a camera button to take a photo of the receipt.

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Use a discount line item if you need to apply discount to one or more items on the invoice/sales receipts (instead of the entire invoice).

Step 1: Create the Discount item.

  1. Select the Gear icon at the top,
  2. Under Lists, select Products and Services.
  3. At the top right, select New.
  4. Select Non-inventory or Service for Products/Services type, then complete the information needed.
    • In the Name field, enter Discount. If you plan to create multiple discount percentages, you can enter Discount and amount for the name (Example: $2 Discount).
    • In the Sales price/rate field, enter the discount amount as a negative.
    • From the Income account drop-down, select Discounts given account.
    • Make sure the Is Taxable is not checked.
  5. Select Save and close.

Step 2: Use the Discount item on an invoice/sales receipt.

  1. Select the Plus (+) icon at the top.
  2. Under Customers, select Invoice (or Sales Receipt).
  3. Select the customer.
  4. Add the product and services.
  5. Enter the Discount item (created in step 1).
  6. Select Save.

Note: The discount item can be added anywhere in the invoice. As long as the correct quantity is entered, it will calculate the correct discount amount.

If you are applying a discount for the entire invoice/sales receipt, you need to enable Discounts for the company file.

  1. Select the Gear icon at the top.
  2. Under Your Company, choose Accounts and Settings (or Company Settings).
  3. Go to the Sales tab, then select the pencil icon in the Sales form content section.
  4. Put a check mark on the Discount box, then select Save and Done.

Once the Discounts feature is enabled, you’ll see a drop-down that will let you add Discount percent or Discount value at the bottom of your invoice/sales receipts.

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You can assign a specific income account for products and services.

To do so:

  1. Click the Gear icon, then choose Products and services.
  2. Select Edit just beside the product or service or click New.
  3. Scroll down and under Income Account drop-down, select the appropriate account.
  4. Click Save and close.

Feel free to check this article for reference: Use Products and Services in QuickBooks Online.


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Setting up retainage tracking:

    1. Create a Retainage account:a. Click the Gear icon.
      b. From the drop-down menu, select Chart of Accounts.
      c. In the Chart of Accounts, click New.
      d. For Category Type, select Other Current Assets.
      e. For Detail Type, select Retainage.
      f. For the Name, enter Retainage Receivable.
      g. Click Save.
    2. Create a Retainage item:

a. Click the Gear icon.
b. From the drop-down menu within the Lists section, select Products and Services.
c. In the Products and Services window, click New.
d. Enter a Name for the item (i.e. Retainage).
e. Under Sales Information, place a check-mark next to I sell this product/service to my customers.
f. Select the Retainage Receivable account from the Income Account drop-down.
g. Click Save.

Withholding retainage from an invoice:

  1. Click the + symbol located at the top of the screen.
  2. Select Invoice.
  3. Select your customer.
  4. Fill out the remaining fields of the invoice, including the purchased line items.
  5. On the next available line of the invoice, select Retainage from the Product/Service column.
  6. In the Rate column, enter the amount of the retainage as a negative (-) number.
    Note: If your retainage is a percentage, you must calculate this manually.
  7. Click Save and Close.

In case you need a report in the future, you can follow these steps:

  1. Click the Gear icon.
  2. Select Chart of Accounts.
  3. Click once on the Retainage account line, to highlight it.
  4. Click the Report button, in the top-right corner.
  5. Click Customise, located in the top-left corner of the report window.
  6. Under Row/Columns, change Group By to Customer.
  7. Click Run Report.

You can save this report, so you won’t have to do a lot of customisation when you need it in the future. For instructions, you can refer to the Memorised Reports article.

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