How Do Invoices Transfer from Contractor Foreman to QuickBooks?

With Contractor Foreman’s integration with QuickBooks, sending invoices between platforms is seamless. You can create invoices in Contractor Foreman, sync them to QuickBooks, and maintain consistency in your records.

This article explains the three main types of invoices you can create in Contractor Foreman and how each one transfers to QuickBooks.

1. Standalone Invoice
2. Progress Invoice from Schedule of Values (SOV)
3. Time and Material (T&M) Invoice

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1. Standalone Invoice

A standalone invoice is an invoice that’s not tied to progress billing or time and material—it’s often used for simple jobs like handyman services.

How to Create:

• Go to the Invoices module in Contractor Foreman and click + Add New Invoice
• A side panel will appear—fill out the basics:
  • Customer
  • Invoice Date
  • Terms
  • Invoice Number
  • (Project is optional)
• Click Create Invoice
• Add Line Items:

For this example:

• Item: Plumbing Handyman Services
• Quantity: 1
• Cost: $1,000
• Markup: 50%
• Total: $1,500

Triggering the Sync:

To send the invoice to QuickBooks, change its status to Submitted. You can do this by:

• Clicking the status directly, or
• Sending the invoice to the customer

Once submitted, the sync happens immediately.

At the bottom of the invoice in Contractor Foreman, you’ll see a “Synced with QuickBooks” message with a timestamp and a clickable link to view it in QuickBooks.

What Transfers to QuickBooks?

The following do not transfer:

• Item Type
• Units
• Markup (Only the total rate transfers)

You do not need a project for this type of invoice to sync.

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2. Progress Invoice from Schedule of Values (SOV)

This invoice is tied to your Schedule of Values, commonly used for progress billing.

How to Create:

• Start a new invoice in Contractor Foreman
• Click Import from SOV
• Select the line items you want to bill for
• Fill in all standard invoice details

Syncing to QuickBooks:

Just like with standalone invoices, set the status to Submitted to trigger the sync. This can be done manually or by sending the invoice to the customer.

What Transfers to QuickBooks?

💡 Best Practice: Always create progress invoices from Contractor Foreman to keep your SOV accurate. If you create them in QuickBooks instead, Contractor Foreman won’t reflect billed or remaining values—rendering the SOV useless.

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3. Time and Material Invoice

This invoice is based on actual costs—including timecards, expenses, and bills recorded in Contractor Foreman.

How to Create:

• Create a new invoice within the project tied to the T&M work
• Select Time & Material as your method
• Pull in expenses, bills, equipment timecards, change orders, POs and timecards to be billed
• Once complete, change the status to Submitted to sync

What Transfers to QuickBooks?

📌 Employee names from timecards do not show up on the invoice in QuickBooks.

## Retainage in QuickBooks
When retainage is included in a Contractor Foreman invoice, it syncs with QuickBooks as a line item.

• QuickBooks does not automatically calculate retainage as a separate field.
• You must manually add a negative sign to the retainage line item in QuickBooks so that it reduces the invoice total correctly.

Retainage in QuickBooks

When retainage is included on a Contractor Foreman invoice, it syncs into QuickBooks as a line item.

Important: QuickBooks does not automatically calculate retainage as a separate field.

• You must manually add a negative sign to the retainage line item so it reduces the invoice total correctly.

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Summary: What Transfers from Contractor Foreman to QuickBooks?

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Final Thoughts

The Contractor Foreman to QuickBooks integration works well and syncs most critical invoice data instantly. However, due to limitations in QuickBooks, certain details like markup, units, item types, and progress tracking data do not carry over.

For the best experience and full functionality, we recommend using Contractor Foreman as your central invoicing hub and letting it sync out to QuickBooks, not the other way around.With Contractor Foreman’s integration with QuickBooks, sending invoices between platforms is a seamless process.

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