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How Do Invoices Transfer from QuickBooks to Contractor Foreman?

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Contractor Foreman integrates seamlessly with QuickBooks, allowing invoices to transfer between both systems. However, while the sync process is efficient, there are important limitations to understand, especially if you’re relying on advanced features like progress billing or time and material tracking in Contractor Foreman.

In this article, we’ll walk you through how to create an invoice in QuickBooks and what happens when that invoice is synced into Contractor Foreman.

Step-by-Step: Creating an Invoice in QuickBooks

  1. Go to QuickBooks and click + New Invoice.

  2. Enter the basic invoice details:

  • Customer
  • Billing Information
  • Invoice Number
  • Invoice Date
  • Due Date
  • Terms

  1. Add line items:

  • These items should be selected from your Products and Services list.
  • In Contractor Foreman:
    • Parent Code = Product
    • Child Code = Services
    • Description in QuickBooks becomes the Item Name in Contractor Foreman
    • Quantity, Rate, and Amount all sync directly.

  1. Once all data is entered, click Save.
    ✅ This action triggers the sync automatically.

Sync Behavior and Key Considerations

Once saved, the invoice will sync into Contractor Foreman within 5 minutes. However, depending on how the invoice was created and what type of billing you’re doing, you should be aware of the limitations.

❗ If You Created the Invoice from an Estimate in QuickBooks:

  • The invoice will not link to the Schedule of Values (SOV) in Contractor Foreman.
  • Your SOV will not reflect the billed amount or remaining balance.

❗ If This is a Time & Material (T&M) Invoice:

  • Contractor Foreman will not deduct any of the actual costs (timecards, expenses, bills) because it doesn’t know they were used for this invoice.
  • The invoice will appear in Contractor Foreman, but your cost tracking will be inaccurate.

⚠️ This is why we strongly recommend creating invoices directly in Contractor Foreman for SOV or T&M projects. Contractor Foreman is built to track progress and actual costs.

What Transfers from QuickBooks to Contractor Foreman?

QuickBooks Field Transfers to Contractor Foreman? Notes
Customer ✅ Yes Links by name if customer exists in Contractor Foreman
Invoice Number ✅ Yes Must be unique
Invoice Date & Due Date ✅ Yes Fully synced
Terms ✅ Yes ie. Net 30
Billing Address & Email ✅ Yes Shows in invoice
Product & Service (P/S) ✅ Yes Maps to Contractor Foreman’s Cost Code structure
Description ✅ Yes Becomes the Item Name in Contractor Foreman
Quantity, Rate, Amount ✅ Yes Fully synced
Attachments ✅ Yes Attachments  transfer
Item Type ❌ No Contractor Foreman does not detect or use this field
Units ❌ No Contractor Foreman does not import unit fields
Markup ❌ No Contractor Foreman receives the total, not the breakdown
SOV Link ❌ No No SOV linkage if invoice is created in QuickBooks
Expense Deduction (T&M) ❌ No No deduction of tracked costs in Contractor Foreman

Summary: Should You Create Invoices in QuickBooks?

While the integration technically allows invoice creation in QuickBooks and syncing into Contractor Foreman, doing so limits your project tracking capabilities within Contractor Foreman.

✅ Best Practice:

Create your invoices in Contractor Foreman.
This ensures:

  • Progress billing connects with your Schedule of Values
  • Time & Material invoices deduct actual costs
  • Reports and financial tracking are fully accurate in Contractor Foreman

Then let the system push the invoice to QuickBooks for accounting and payment management.

 

 

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