How an Estimate Transfers from QuickBooks to Contractor Foreman

When using Contractor Foreman integrated with QuickBooks, it’s possible to create estimates in QuickBooks and have them sync over to Contractor Foreman. While the integration works well, there are some important limitations to understand, especially if you’re used to creating lump-sum estimates in QuickBooks.

This article walks you through the full process, what transfers, what doesn’t, and how to get the most out of the integration.

*Contractor Foreman recommends creating the Estimate in Contractor Foreman and not in QuickBooks, see more information about workflows here.

Step 1: Create an Estimate in QuickBooks

Start by creating a new estimate in QuickBooks using your preferred method. Be sure to include all the essential information:

• Customer
• Email
• Billing Address
• Estimate Date
• Expiration Date
• Estimate Number

⚠️ Important: The Estimate Number must be unique. If that number has already been used in Contractor Foreman, the sync will fail.

Step 2: Add Line Items to the Estimate

After entering the basic info, begin adding line items. This is a critical step, especially for QuickBooks users accustomed to lump-sum estimates with only one line item. While lump-sum entries will sync, they limit the project management and job costing capabilities in Contractor Foreman.

For each line item in QuickBooks:

Assigning Cost Codes (Product/Service) is essential for job costing in Contractor Foreman.

Limitations of QuickBooks → Contractor Foreman Estimate Sync

QuickBooks doesn’t support several fields that are essential for fully utilizing Contractor Foreman’s estimating features. As a result, when the estimate is synced to Contractor Foreman:

• ❌ No Title is transferred (QuickBooks doesn’t have a title field)

• ❌ Item Type defaults to “Other” (no way to set this in QuickBooks)

• ❌ Units and Markups do not transfer (QuickBooks doesn’t support these)

• ✅ Item Names, Cost Codes, Quantity, Unit Cost, and Total all transfer seamlessly

• ✅ Attachments added in QuickBooks do transfer to Contractor Foreman

Additionally, while the estimate might show as Pending in QuickBooks, in Contractor Foreman it will automatically appear as Approved. However, no Project is created from the synced estimate unless done manually.

Once the estimate has synced to Contractor Foreman, open it and scroll to the bottom. There, you’ll find a legend:

“Synced with QuickBooks”, showing the date, time, and a link that takes you directly to the estimate in QuickBooks.

Summary: What Transfers and What Doesn’t

Best Practice Recommendation

While QuickBooks-to-Contractor Foreman syncing works well for basic estimate data, we highly recommend creating your estimates directly in Contractor Foreman for a more complete and powerful experience. This gives you full control over:

• Markups
• Units
• Item types
• Job costing integration
• Project creation

Creating estimates in Contractor Foreman ensures seamless sync back to QuickBooks and maximizes your control over project finances.

Recommended Workflow to Work with Contractor Foreman and QuickBooks