Sage Construction Management and QuickBooks Online (QBO) Integration Overview

The Sage Construction Management and Intuit QuickBooks Online (QBO) solution is comprised of three application components all working together to automate the entire estimating, project management, job costing, and general accounting functions.

Application Components

Sage Construction Management / QuickBooks Online Solution
Application Component	Application Type	Used By	Purpose
Sage Construction Management	Cloud-Based	Estimators	Estimating
		Project Managers Superintendents Engineers Coordinators Accounting Staff	Documentation Correspondence Scheduling Contract Administration Procurement Time Tracking Job Costing Budget Tracking
AccountingLink for QuickBooks Online	Cloud-Based	Accounting Staff	Transfers records from Sage Construction Management to QuickBooks Online
Intuit QuickBooks Online	Cloud-Based	Accounting Staff	General Accounting

Data Integration Overview

Sage Construction Management Feature	Transfer Method	QuickBooks Feature	Comments
Contact Management
Companies	↔	Customers	Existing Customers in QBO are not automatically copied over to Sage Construction Management since contractors will typically have one project per client. However, future clients and their projects managed in Sage Construction Management will be exported to QBO if the Prime Contract in Sage Construction Management is marked Approved with a Status Date. If select customers do need to be imported into Sage Construction Management, please see the option in the AccountingLink Contact Management tab.
Companies	↔	Vendors	Typically, a contractor will have used QBO for a while prior to purchasing Sage Construction Management so many Vendors probably have been documented in the system. Since these types of firms can be involved on future projects, the AccountingLink For QBO provides an option in the Contact Management tab to import select or all active Vendors. New suppliers or subcontracotrs that are entered in Sage Construction Management will be exported to QBO automatically if they are referenced on an Approved Bill or Sub Invoice.
Employees	↔	Employees	Like Vendors, Active Employees can be copied from QBO to Sage Construction Management since they can be involved on future projects.
Awarded Projects
Company referenced on Prime Contract	→	Customers	If a Project has been awarded in Sage Construction Management, management or accounting staff would setup the Project Directory, Job Cost Codes, Prime Contract and budgets using the built-in wizards. Once this is complete, the AccountingLink Sync Wizard would then be run to create the Customer and Sub Customer in QBO. The Customer referenced in the Approved Prime Contract details form will be the company that is exported.
Project / Prime Contract	→	Sub Customer	In construction, a contract is typically signed by the customer before the contractor purchases materials and field staff mobilize to the job site. Sage Construction Management mimics this process where there is a Prime Contract for each awarded Project. There also can be scenarios where multiple Prime Contracts exist for an individual project. For example, a design-build firm could have separate Prime Contracts for design and construction phases. In this scenario, the two Prime Contracts would most likely reference the same customer. When Sage Construction Management is integrated with QBO, it is technically the Prime Contract(s) that is linked to the Customer:Sub Customer in QBO. The Sync Wizard will automatically export the Project's Prime Contract(s) if it is marked approved with a status date.
Project Transactions: Accounts Payable
Project financial transactions must be entered in Sage Construction Management and then exported to QBO.
Bills	→	Bills Credit Card Check	Depending on the Bill Type mapping in the Sync Prefences area, the Approved Sage Construction Management Bill will either be exported to QBO's Bill, Credit Card or Check feature. If the Sage Construction Management Bill has a negative (-) total then the transaction will appear as a credit in QBO.
Sub Invoices	→	Bills	In Sage Construction Management, Subcontracts can either be fixed lump sum, cost plus or unit price which impacts how invoices are processed. In addition, Subcontracts can have Change Orders (SCO) and retainage/holdbacks may need to be tracked. When Sub Invoices are marked approved these transactions can then be exported to QBO's Bills feature. If the transaction total is negative (-) the Sub Invoice will appear as a credit in QBO.
Employee Misc. Expenses	→	Credit Card Check	Depending on the Expense Type mapping in the Sync Preferences area, Approved Employee Misc. Expenses are exported to QBO's Credit Card or Check feature.
Project Transactions: Accounts Receivable
Like Accounts Payable transactions, all progress invoices must be entered in Sage Construction Management and then exported to QBO.
Prime Contract Invoices	→	Invoices	Like Sub Invoices, the Prime Contract Invoice's billing method changes depending on the contract type. In addition, these transactions can include Change Orders (CO) and have retainage/holdbacks. When marked approved, Prime Contract Invoices can be exported to QBO via the Sync Wizard. Invoice transactions that have a negative (-) total will appear as a credit in QBO.
Project Transactions: Labor Timecards
Labor Timecards	→	Time Trackings	One of the benefits of Sage Construction Management in an organization is the ability of estimators and project team members to enter their own timecards. Thus, the accounting department can completely restrict access to QBO since timecards can be imported from Sage Construction Management using the Sync Wizard.
Other
Tax Codes	← Linked	Tax Codes	Accounts payable and receivable transactions above can reference tax codes which impacts how tax is calculated on transactions. Thus, it is imperative that tax codes are linked in both systems and their rates match. Otherwise, a discrepancy will occur in the calculated tax amount. Tip: If tax codes are already setup in QBO, it is recommended these codes be imported into Sage Construction Management during the implementation phase. This import option is avalabile in the Sync Preference's Tax Code section.
Job Cost Codes	Linked	Items	All financial transactions in QBO (e.g. Bills, Checks, Credit Card, Invoices, Labor Timecards) require either a Service Item or Chart of Account reference whereas in Sage Construction Management all Conract Admin, Procurement and Time Tracking transactions require a Job Cost Code reference. Since project financial transactions will be entered in Sage Construction Management and then transferred to QBO, the Sync Preferences feature within the AccountingLink determines how the mapping of Sage Construction Management Cost Codes to QBO's Items should be handled. This will alleviate the accounting administrator of having to specify the correct item when sending transactions over to the accounting system and eliminate discrepancies.
Resource Type (M/L/E/S/O) Project Classification and Options Internal Job Cost Code Division	Linked	Classes	QuickBooks Online Classes provides an alternative way to track financials that is meaningful to the business. Some examples would be business office (Sage Construction Management Project Classification), type of project (Sage Construction Management Project Classification) or cost resource.

Integration Nomenclature

→ Sage Construction Management data exported to QuickBooks Online
↔ Bidirectional Integration