QuickBooks Job Costing Sync
Send each project to QuickBooks as a job under its customer, and post labor and vendor costs against it, so Profit and Loss by Customer in QuickBooks shows one row per job.
Open Accounting > Settings > QuickBooks job costing. Nothing posts to QuickBooks until you turn the sync on and complete the required panels below - saved mappings alone do not push anything.
Job dimension
Choose how a DrillerDB project becomes a job in QuickBooks:
- Sub-customer - works on every QuickBooks Online plan. Each project becomes a customer nested under its parent customer.
- Project - uses the QuickBooks Projects feature. Requires Projects turned on in that QuickBooks company and the Projects permission on your connection; DrillerDB tells you which one is missing if this option is blocked.
Turn on Bill jobs with the parent customer to keep receivables on the parent customer while job profit still splits per job.
Two one-time actions live on this panel:
- Create QuickBooks jobs for my open projects - creates one sub-customer per open project that does not have one yet; projects that already have a job are skipped. This never runs on its own.
- Re-link open documents to jobs - moves open invoices and estimates already in QuickBooks from the parent customer to the job. Paid invoices are never touched.
Cost codes to QuickBooks
Refresh your chart of accounts from QuickBooks, then for each active cost code choose whether it pushes as an Expense account, a Product or service item, or is skipped. Item mode can create the QuickBooks item for you. Add cost codes under Settings > Job Costing first if none are listed.
Classes, vendors, and employees
- Classes - one QuickBooks class per cost category by default; a class set on an individual cost code overrides it. Hidden entirely if class tracking is off in your QuickBooks company.
- Vendors - link a cost-entry vendor to an existing QuickBooks vendor, create it in QuickBooks, or merge it into another. Turn on Create in QuickBooks on first use to create an unmatched vendor automatically the first time a cost for it is pushed.
- Employees - link each employee with shifts in the last 180 days to a QuickBooks employee. If your company runs QuickBooks Payroll, employee records are managed there and this panel only links names.
Labor and payroll
Choose a payroll mode:
| Mode | What it sends | What comes back |
|---|---|---|
| Time only (default) | Approved shifts as time entries per employee and job | Nothing; DrillerDB's own employee rate table stays the cost source |
| QuickBooks Online Payroll | Approved shifts as time entries tagged to the job | Hours only for now - reading payroll dollars back per job is still being verified and will turn on here once it passes |
| Other payroll provider | An hours export file in your provider's format (ADP, Gusto, Paychex, or QuickBooks Time) | You upload the payroll register each pay period; gross pay and employer costs spread over each employee's job hours |
| Intuit Workforce | Same as QuickBooks Online Payroll | Pay statements per employee per pay period, spread over job hours (approved-partner access only) |
Only approved shifts sync, one time entry per employee per job per day. You can also push the burdened cost rate with each time entry so QuickBooks Projects can estimate labor cost before payroll runs, and choose whether pushed time and expenses default to billable.
Accounts
Set the Accounts Payable account vendor bills post to, and a default paid-from account for purchases already paid by cash, check, or card. Turn on posting for inventory used on jobs (cost of goods sold journal entries) and owned equipment on jobs (equipment recovery journal entries) only if you want those postings in QuickBooks; leaving them off keeps DrillerDB reporting the cost without writing to your books.
Sync mode
Turn on Push costs automatically to post approved labor and vendor costs on the next sync run. Leave it off and costs wait in a queue you push manually from the Job Costing page or a project's Costs tab.
Turning it on
Saving changes on this page can let DrillerDB write to your QuickBooks company. You confirm what starts before it saves.