IMPORTANT: This integration is in beta. If you are interested, please reach out to jherbulot@fieldwire.com.
Overview
Fieldwire users on a Business or Business Plus subscription can integrate their Fieldwire account and projects with QuickBooks Online to automatically pull expense data into Fieldwire as Actual Costs.
This integration allows project teams to compare budgeted vs. actual spend in near real time without double entry. Expenses such as bills, invoices, and payroll entered in QuickBooks Online are automatically converted into Actual Costs in Fieldwire, helping teams understand how much has been spent and how much budget remains.
IMPORTANT: This is a one-way sync from QuickBooks Online to Fieldwire. Actual Costs created via the integration cannot be edited or deleted in Fieldwire and must be managed in QuickBooks Online.
Note: This article focuses specifically on how to connect QuickBooks Online and configure the automation that pulls expenses into Fieldwire Actual Costs.
- If you’re interested in learning more about connecting apps and automations in general, refer to these articles:
- If you are not familiar with Fieldwire's Budget module, please take a look at this article link below to learn more:
How the Integration Works
- Expenses are created in QuickBooks Online
- Each expense must:
- Be associated with a Project
- Use a Product or Service item that matches a Fieldwire Budget Line Item
- Once saved in QuickBooks Online, the expense automatically creates a corresponding Actual Cost in Fieldwire
This allows teams to:
- Track actual spend against budget
- Eliminate duplicate data entry
- Maintain QuickBooks as the financial system of record
Setting Up a Connection to QuickBooks Online
Before setting up the integration, ensure that you have the proper account and project permission levels in Fieldwire.
Requirements
To connect QuickBooks Online with Fieldwire, you’ll need:
- A Business or Business Plus Fieldwire subscription
- Access to the Integrations tab at the account level
- A valid QuickBooks Online account
Video Tutorial
Detailed Instructions
- Navigate to the Integrations tab on your Fieldwire account homepage.
- Locate QuickBooks Online and click on it.
- Select Connect Quickbooks Online account.
- Provide a Name and click Next
- Log in to your QuickBooks Online account when prompted.
- Once connected, you’ll see that no projects are linked yet. This will be handled through an automation.
At this point, the account-level connection is complete. Next, you’ll configure the project automation.
Setting Up an Automation with QuickBooks Online
Automations control how data flows between QuickBooks Online and Fieldwire.
Requirements
To create an automation, you must:
- Be an Admin on the Fieldwire project
- Have access to the Project Settings tab
Creating the Automation
- Navigate to the Project you want to connect to Quickbooks Online
- Go to the Settings tab.
- Scroll to the Integrations section on the right-hand side
- Click Manage automations.
- Select + New automation.
- Choose QuickBooks Online.
- Select Pull QuickBooks Online expenses to Fieldwire Actual Costs.
- Click Create draft
Matching Budget Line Items with QuickBooks Service Items
Fieldwire automatically attempts to match:
- QuickBooks Products & Services
with
- Fieldwire Budget Line Items
You’ll see a summary showing how many budget items are successfully matched.
If Items Don’t Match
If one or more budget line items don’t have a matching QuickBooks service item:
- Open QuickBooks Online.
- Navigate to Products & Services.
- Click the New dropdown button
- Click Service to create a new service item
- Name the service item in the Name field using this format: Tier1Code.Tier2Code.CostType
- Example: 02.04.L - Facade
- Only the code is required for matching. Descriptions are optional. In the example above, 'Facade' is the description
- If necessary for your project, update other relevant fields when adding a new service such as clicking the checkbox in the Purchasing section and adding a purchasing cost
- Click Save and close to save the service item.
- Return to Fieldwire and go through the automation setup process once more
- Confirm that all budget line items are now matched.
Completing the Automation Setup
Once all budget line items are matched:
- Click Select QuickBooks Online project.
- Choose the QuickBooks Project that corresponds to your Fieldwire project.
- Click Connect.
You’ll see a brief overview of how data maps between systems:
| Fieldwire | QuickBooks Online |
|---|---|
| Budget Line Item | Product/Service Item |
| Actual Cost Name | Expense Description |
| Actual Cost Amount | Expense Amount |
Once connected, the automation status will change to Connected.
Seeing the Integration in Action
When an expense is created in QuickBooks Online:
- Select the correct Service Item
- Assign it to the correct Project
- Save the expense
Fieldwire will automatically:
- Create a new Actual Cost
- Associate it with the matching budget line item
- Display a QuickBooks icon indicating it was imported
No additional action is required in Fieldwire.
Important Notes & Limitations
- This integration is a one-way sync from QuickBooks Online → Fieldwire
- Actual Costs created via the integration:
- Cannot be edited or deleted in Fieldwire
- Must be updated or removed directly in QuickBooks Online
- Any edits made in QuickBooks Online will automatically update in Fieldwire
More Information