QuickBooks Online

By audience

Accounting & Finance

• Accountants use QBO for construction job costing, tracking labor, materials, and subcontractor costs per project.
• Progress invoicing in QBO allows billing clients by project milestone percentage, essential for AEC contract structures.
• Finance teams run profit/loss reports by job to monitor project margin in real time.
• Bank feeds auto-categorize transactions, reducing manual bookkeeping for project-based income and expenses.
• QBO integrates with payroll to allocate field labor costs accurately to the right cost codes.

Construction Management

• GCs sync QBO with Procore to eliminate double entry of subcontractor commitments and change orders.
• Contractors track subcontractor W-9s and 1099 reporting directly from QBO vendor records.
• Project managers use QBO's budget-vs-actual reports to catch cost overruns before they escalate.
• QBO connects to field management tools like ConstructionOnline for real-time job cost visibility.

By phase

Pre-Construction

• Estimating teams sync approved estimates from construction software to QBO as project budgets.
• Finance sets up chart-of-accounts cost codes aligned to project phases before work begins.

Construction

• AP teams process subcontractor invoices and lien waivers in QBO during active construction.
• Labor costs from time-tracking apps sync automatically to QBO for real-time job costing.
• Progress billing cycles sync between PM software and QBO to maintain cash flow visibility.

Closeout & Operations

• Final retainage releases and project closeout invoices are processed in QBO at project completion.
• Accountants run final job profitability reports in QBO to inform future estimating on similar work.
• Facilities teams use QBO to track recurring vendor maintenance payments and operational expenses.