Integrations Tab: Setting up Active Estimating

Overview

The Active Estimating integration with Fieldwire helps teams move from preconstruction to construction by connecting estimating, budgeting, and project management workflows. The integration enables users to import existing Fieldwire projects into Active Estimating, publish project information from Active Estimating to Fieldwire, export cost code structures, and transfer budget line items into the Fieldwire Budget module.

By reducing manual data entry and preserving estimate structures throughout the project lifecycle, the integration improves consistency between project estimating, budgeting, and execution.

With the Active Estimating and Fieldwire integration, users can:

• Connect Active Estimating to Fieldwire using a Fieldwire API token
• Import existing Fieldwire projects into Active Estimating
• Publish new or updated project information to Fieldwire
• Export Tier 1 and Tier 2 cost codes to Fieldwire
• Export budget line items to the Fieldwire Budget module
• Validate budget mappings and cost code relationships before export
• Track integration activity and export results

This article explains how to connect Active Estimating and Fieldwire, import and publish projects, export cost codes and budgets, troubleshoot validation issues, understand export limits, and review current integration limitations.

Note: The current integration supports project information, cost code exports, and budget exports. Tasks, plans, forms, RFIs, change orders, production data, and actual costs are not synchronized.

Demo Video: Connecting Active Estimating and Fieldwire

Watch the walkthrough to learn how to connect your accounts, import and publish projects, and export cost codes and budget data.

Requirements

Before configuring the integration, make sure you have:

• An Active Estimating account with Organization Admin access
• A Fieldwire Business or Business Plus subscription
• A Fieldwire API token
• Access to the projects you plan to import or publish

Important: Export cost codes before exporting budget line items. Budget exports rely on cost codes already existing in Fieldwire.

Connect Active Estimating to Fieldwire

To create a connection, generate a Fieldwire API token and add it to Active Estimating.

Step 1: Generate a Fieldwire API Token

1. Sign in to Fieldwire.
2. Select your profile icon.
3. Click View account.
4. Scroll to API settings.
5. Select Manage tokens.
6. Click Create token.
7. Copy the generated token.

Step 2: Connect Fieldwire in Active Estimating

1. Sign in to Active Estimating.
2. Go to Dashboard > Organization > Integrations.
3. Select Connect Fieldwire.
4. Paste the API token.
5. Click Connect.

Once connected, Active Estimating validates and securely stores the token for future communication with Fieldwire.

Import Projects from Fieldwire

After connecting the integration, you can create an Active Estimating project from an existing Fieldwire project.

1. Open the Projects Hub.
2. Select Create from Fieldwire.
3. Search for the Fieldwire project.
4. Select a project that has not already been imported.
5. Click Import Project.

Active Estimating creates a new project and imports supported project data.

Imported Project Fields

Note: A Fieldwire project can only be imported once.

Publish Projects to Fieldwire

Publish an Active Estimating project to create a new Fieldwire project or update an existing connected project.

1. Open the project in Active Estimating.
2. Navigate to the project edit page.
3. Select Publish to Fieldwire.
4. Confirm the action.

Export Cost Codes and Budget Line Items

Before You Export

• Connect or publish the project to Fieldwire
• Assign users and companies in Fieldwire
• Configure the Fieldwire Budget module
• Create the required AEConnect datasets

Important: Export cost codes before exporting budget line items.

Export Cost Codes

Cost code exports create Tier 1 cost groups and Tier 2 cost codes in Fieldwire while preserving the Active Estimating hierarchy.

1. Open the project's Exports page.
2. Create a new export.
3. Select Fieldwire.
4. Select Push Cost Codes.
5. Choose a dataset.
6. Map the required fields.
7. Review and submit.

Export Budget Line Items

Budget exports transfer estimating data into the Fieldwire Budget module.

1. Create a new export.
2. Select Fieldwire.
3. Select Push Budget Line Items.
4. Select a dataset.
5. Map the required fields.
6. Review validation results.
7. Submit the export.

Supported Budget Data

Cost types:

• Materials
• Labor
• Equipment
• Subcontractor
• Other
• Cost Markup

Budget fields:

• Unit Cost
• Unit Quantity
• Unit Type
• Original Budget Value

Depending on project configuration, Fieldwire may calculate the budget automatically using Unit Cost × Unit Quantity.

Validation and Export Limits

Validation Checks

Before export, Active Estimating verifies that:

• Cost codes exist in the target Fieldwire project
• Rows are correctly mapped
• Invalid records are identified before export

You can export valid rows while correcting rows that fail validation.

Export Limits

• Maximum export size: 2,000 rows per batch
• Row-level errors are reported by row number
• Rate limiting is handled automatically
• Expired authentication is retried automatically when possible
• Successful exports display the number of processed records

Recommended Workflow

1. Connect Active Estimating and Fieldwire.
2. Import or create a project.
3. Build the estimate in Active Estimating.
4. Publish project information to Fieldwire.
5. Export cost codes.
6. Export budget line items.
7. Manage budgets and project execution in Fieldwire.

Limitations

The current integration focuses on project, cost code, and budget transfers.

The following items are not synchronized:

• Tasks
• Plans
• Forms
• RFIs
• Change Orders
• Production Data
• Actual Costs

Additional limitations:

• Project imports are a one-time transfer of project metadata.
• Changes made in Fieldwire do not automatically update Active Estimating.
• Cost code and budget synchronization is one-way (Active Estimating → Fieldwire).

FAQ

Who can connect Fieldwire?

An Active Estimating Organization Admin.

Who can import or publish projects?

Users with access to the relevant projects after the connection is established.

What data imports from Fieldwire?

Project name, project number, address, description, building area, and regional routing information.

What data publishes to Fieldwire?

Project information including project name, project number, and location details.

Does the integration sync tasks, plans, or forms?

No. The integration currently supports project publishing, cost code exports, and budget exports only.

What happens if the Fieldwire API token is removed?

Fieldwire actions become unavailable until a new token is connected. Existing project links remain stored.

What should I check if an export or synchronization fails?

Verify that the API token is active, you have project access, and the target Fieldwire project is accessible through the API.

Do changes made in Fieldwire automatically update Active Estimating?

No. Project imports are a one-time transfer. Updates must be managed and published from Active Estimating.

Should I export cost codes or budgets first?

Export cost codes first. Budget exports rely on cost code identifiers created during the cost code export.

What happens if budget rows fail validation?

Invalid rows are identified before export. Valid rows can still be exported while the remaining rows are corrected.

Why was my budget value rejected?

Some Fieldwire configurations calculate budgets using Unit Cost and Unit Quantity instead of accepting a direct budget value.