Accounts Receivable (AR) sync preferences

  1. Default AR service item

    Prime contract invoices in Sage Construction Management must reference a job cost code whereas invoice entries in QuickBooks Online require a service item. Thus, to export invoices from Sage Construction Management to QuickBooks Online rules need to be established on how the job cost code must be replaced with the appropriate service item. The Default AR Item serves as a fallback during auto-linking when matching by cost code or description, or when replacing cost codes with a single service item.

    It's recommended to set the Default AR Item to the unclassified item, for example, 00CCUnc.

    Job cost code linking options

    Options Description
    Link all Sage Construction Management JCCs to a single Service Item All Sage Construction Management prime contract invoice items will reference the default AR service item.
    Auto Link AR Item based on the Project Number (exact match only) If service items in QuickBooks Online reflect projects, then Sage Construction Management job cost codes can be linked automatically using the project number as the criteria. For example, if there are 20 projects in Sage Construction Management then there will be the same number of service items. The service item's name will be the project number not title. In cases where there's no match upon export, the default AR service item referenced above will be used.
    Link AR Items to a specific Project Classification Project classifications can be set up in Sage Construction Management to categorize leads and projects. For example, a classification system titled Project Type could be created with options such as Custom Home, Apartment, School, Lab, or Retail Facility. Each lead or project will then reference one of these options. If service items in QuickBooks are set up in a similar manner, then this option must be used to set the appropriate item.
    Auto Link AR Item based on the Job Cost Code (exact match only) If services items in QuickBooks Online reflect cost codes, then Sage Construction Management job cost codes can be linked automatically using the code/name as the criteria. Specifically:
    1. The job cost code is matched first.
    2. If the job cost code is not found, AccountingLink looks at the internal division code to find a match.
    3. If the internal division code is not found, the AccountingLink will use the default AR item.

    This is the recommended setting.
    Auto Link AR Item based on the Job Cost Code Description (exact match only) Similar to the option above but the cost code description will be used as the criteria. Specifically:
    1. The job cost code description is matched first.
    2. If the job cost code description is not found, AccountingLink looks at the internal division code description to find a match.
    3. If the internal division code description is not found, the AccountingLink will use the default AR item.
  2. Options Description
    Do not use classes No classes are used. This is the default option.
    Set Class based on Project Classifications Project classifications can be set up in Sage Construction Management to categorize leads and projects. For example, a classification system titled Project Type could be created with options such as Custom Home, Apartment, School, Lab, or Retail Facility. Each lead or project will then reference one of these options. If service items in QuickBooks are set up in a similar manner, then this option will be used to set the appropriate item.
    Set Class based on Internal Job Cost Grouping Division If services items in QuickBooks Online reflect cost code divisions, then Sage Construction Management job cost code divisions can be linked automatically using the code/name as the criteria.
    Set Class based on Internal Job Cost Grouping Major If services items in QuickBooks Online reflect cost code majors, then Sage Construction Management job cost code majors can be linked automatically using the code/name as the criteria.
    Set Class based on Internal Job Cost Grouping Minor If services items in QuickBooks Online reflect cost code minors, then Sage Construction Management job cost code minors can be linked automatically using the code/name as the criteria.
    Set Class based on Internal Job Cost Grouping Subminor If services items in QuickBooks Online reflect cost code sub-minors, then Sage Construction Management job cost code sub-minors can be linked automatically using the code/name as the criteria.
    In QuickBooks Online, a class is used only for reporting purposes and does not affect how revenue is posted to the General Ledger. Only service items in QuickBooks Online determine how revenue is recorded in the ledger. Using classes is optional and has no impact on reporting within Sage Construction Management.

  3. The following export options are available for prime contract invoice retainage or holdbacks:

    • Do not show retainage
    • Show retainage in QuickBooks

    If the prime contract invoice retainage will be tracked in QuickBooks Online, make sure to reference the default and billed retainage items. Typically, the item referenced in both fields is the same.

  4. The following options are available for formatting the Memo field when exporting Sage Construction Management prime contract invoices to QuickBooks Online:

    • Project # - Prime Contract # - Prime Contract Subject
    • Project # - Project Title - Prime Contract # - Prime Contract Subject
    • Project Title - Prime Contract Subject

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Posted January 13, 2026 © 2025 The Sage Group plc or its affiliates ("Sage") or its licensors. All trademarks mentioned are the property of their respective owners. Use of non-Sage trademarks is not an endorsement of any person or product.