Integration · CRM
Turn Every Signed Proposal Into a QuickBooks Invoice Automatically
Connect QuickBooks to SubcontractorHub and signed contracts instantly become QuickBooks invoices — no duplicate data entry, no billing delays, no invoices that fall through the cracks. For contractor businesses where the owner wears both the sales hat and the accounting hat, this integration eliminates the most time-consuming administrative handoff.
What Connects Between QuickBooks and SubcontractorHub
The specific data flows that eliminate double entry and keep both systems current without extra work from your team.
Signed Proposal to QuickBooks Invoice
The moment a proposal is signed in SubcontractorHub, the integration creates a QuickBooks invoice with the job name, line items, total, homeowner contact, and due date pre-populated. The invoice is created in QuickBooks as a draft for review or sent directly to the homeowner — your choice. Average time from signed proposal to invoice drops from two days to two seconds.
Payment Status Back to Job Record
When a homeowner pays an invoice in QuickBooks — via check, ACH, or credit card — the payment status syncs back to the SubcontractorHub job record. Project managers can see whether a deposit has been received before scheduling material delivery, without calling the owner or checking QuickBooks separately.
Customer Record Sync
New homeowners created in SubcontractorHub sync to QuickBooks as Customers with name, address, email, and phone. Existing QuickBooks customers matched by email are updated with the new job information rather than duplicated. Your QuickBooks customer list stays clean without manual deduplication.
Job Cost and Line Item Mapping
SubcontractorHub proposal line items — labor, materials, permits, equipment — map to QuickBooks service items and expense accounts. This means your QuickBooks profit-and-loss reports reflect actual job costs by category, giving you the financial granularity needed to price future jobs accurately.
How to Connect QuickBooks with SubcontractorHub
Connect via QuickBooks OAuth
Authorize the connection using QuickBooks OAuth in the SubcontractorHub integrations panel — works with QuickBooks Online Simple Start, Essentials, Plus, and Advanced.
Map Line Items to QuickBooks Service Items
Match each SubcontractorHub proposal line item type to the corresponding QuickBooks service item or income account in your chart of accounts.
Set Invoice Creation Trigger
Choose whether QuickBooks invoices are created on proposal signing, on a custom stage trigger, or manually by an admin from the job record.
Test the Full Billing Cycle
Sign a test proposal, confirm the QuickBooks invoice is created with correct line items and amounts, then log a payment in QuickBooks and verify the status returns to the SubcontractorHub job record.
Ready to connect QuickBooks?
Book a 30-minute demo — we'll show you exactly how the integration works and walk you through setup for your account.
Who Uses the QuickBooks Integration
Roofing Owner-Operator Handling Sales and Accounting Solo
A solo roofer spending three hours per week transferring signed proposals into QuickBooks saves almost all of that time after connecting the integration. Invoices create themselves on signature, deposits are tracked automatically, and the owner can see outstanding payments from the job dashboard without opening QuickBooks.
HVAC Company Eliminating Unbilled Jobs
An HVAC company with $35,000 in unbilled work per quarter — jobs that were completed but never invoiced — fixes the gap by automating invoice creation on proposal signing. No signed job goes uninvoiced because the invoice creates itself before the crew even starts the work.
Solar Installer Managing Multi-Milestone Payment Schedules
A solar installer collects a deposit on signing, a payment on permit approval, and the balance on installation completion. Three separate QuickBooks invoices are generated from the single SubcontractorHub proposal — each tied to the correct job milestone — and the rep can see which milestones have been paid without a call to accounting.
General Contractor Tracking Job Profitability in QuickBooks
A GC uses SubcontractorHub's cost line items (labor, subcontractor, materials) to map to QuickBooks expense accounts against each job. The resulting QuickBooks job profitability report shows gross margin by job type and by rep — revealing which jobs are priced too thin before the pattern becomes a financial problem.
Common Questions About the QuickBooks Integration
Does this work with QuickBooks Desktop or only QuickBooks Online?
The integration works with QuickBooks Online only. QuickBooks Desktop has a different API architecture and is not supported. If you're still on Desktop, this integration is a good reason to consider migrating to QuickBooks Online.
What QuickBooks Online plan do I need?
The integration works with QuickBooks Online Simple Start, Essentials, Plus, and Advanced. All plans include the API access required for the sync.
Can we create progress invoices for multi-phase jobs?
Yes. For multi-milestone jobs, you can configure the integration to create separate QuickBooks invoices tied to each SubcontractorHub payment milestone — deposit, mid-project, and final — rather than a single invoice for the full contract amount.
Does the integration create QuickBooks estimates in addition to invoices?
Currently the integration creates QuickBooks invoices from signed proposals. QuickBooks estimate creation (from a sent-but-not-signed proposal) is on the roadmap — contact our team for early access.
What happens if I edit the invoice in QuickBooks after it's created?
Edits made in QuickBooks after invoice creation do not sync back to SubcontractorHub. The integration is a one-way write on creation. For change orders, the recommended workflow is to create a separate change order proposal in SubcontractorHub, which generates a new QuickBooks invoice.
Connect QuickBooks with SubcontractorHub
Your team keeps working in the tools they know. SubcontractorHub ties them together so nothing falls through the cracks.
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