QuickBooks Integration

After an estimate is approved by the customer in ProDBX, the QuickBooks Integration can create a basic customer record in QuickBooks along with basic invoices for the initial deposit, addendum payments, and progress payments.

The integration does not transfer the complete ProDBX customer or job record. Detailed estimates, project information, schedules, documents, job costs, and other project-management information remain in ProDBX.

No. The integration is one-way from ProDBX to QuickBooks. Information entered or changed in QuickBooks does not automatically update ProDBX.

If an invoice is changed in ProDBX after it has already been created in QuickBooks, the corresponding change must also be completed manually in QuickBooks.

The customer and related invoices can be created in QuickBooks after the estimate has been approved by the customer in ProDBX. ProDBX can then send the basic customer information and applicable deposit, addendum, and progress-payment invoices to QuickBooks.

No. Customers should be created in ProDBX first and then sent to QuickBooks through the integration. Creating the same customer separately in both systems can result in duplicate QuickBooks customer records.

No. QuickBooks receives only the basic customer information and basic invoices needed for accounting. ProDBX remains the primary system for lead information, estimates, customer approvals, project schedules, documents, job details, and project management.

No. After an invoice has been created in QuickBooks, later changes made to that invoice in ProDBX do not automatically update the QuickBooks invoice. The corresponding changes must be entered manually in QuickBooks.

No. The integration creates basic customer records and basic invoices in QuickBooks, but it does not provide a two-way payment sync.

With the Full QuickBooks setup, payments are processed and tracked in QuickBooks. Payment information needed in ProDBX must be entered manually.

No. The integration is optional and is primarily intended for companies using the Full QuickBooks accounting setup.

Companies using Full ProDBX Accounting or the Hybrid setup generally do not need to replicate individual customers and invoices in QuickBooks.

There are three primary options: Full QuickBooks, Full ProDBX Accounting, and a Hybrid ProDBX plus QuickBooks setup. The right option depends on where you want to track customer payments, job costs, company expenses, and your final company profit and loss statement.

With Full QuickBooks, ProDBX is used for lead tracking, estimating, customer approvals, and project management. QuickBooks is used to track customer payments, revenue, cost of goods sold, company expenses, and the final company profit and loss statement.

Full QuickBooks is generally best for companies using the Basic or Essentials ProDBX packages that want QuickBooks to remain their primary accounting system.

It can also work for companies that do not need complete ProDBX stock costing, accounts payable, job costing, timecards, payroll, or advanced budget reporting.

With Full ProDBX Accounting, ProDBX manages the complete business workflow from lead tracking and estimating through project management, job costing, expenses, customer payments, and final accounting reports.

Revenue, cost of goods sold, and company expenses are all tracked in ProDBX.

Full ProDBX Accounting is generally best for Professional and Enterprise customers that want to use ProDBX stock costs, purchase orders, work orders, accounts payable, job budgets, job costing, timecards, payroll, and detailed financial reporting.

With the Hybrid option, ProDBX tracks customer revenue, job costs, and cost of goods sold. QuickBooks tracks the company's other operating expenses and remains the location of the final company profit and loss statement.

A summarized journal entry is created in QuickBooks for total job revenue and cost of goods sold. This is normally completed once per month, although it can be completed more frequently if desired.

Individual ProDBX customers, jobs, and invoices do not need to be recreated in QuickBooks.

With the Full QuickBooks setup, customer payments are processed and tracked in QuickBooks and may require manual entry into ProDBX.

With Full ProDBX Accounting or the Hybrid setup, companies can use ProDBX payment processing or manually enter job-payment transactions into ProDBX.

Full ProDBX Accounting and the Hybrid setup support ProDBX stock costs, purchase and work-order costs, job budgets, work-in-progress reporting, accounts payable, and job costing.

These features are limited or require manual cost entry when using the Full QuickBooks setup.

Yes. Purchase orders and work orders can still be created in ProDBX. However, they will normally include customer prices without complete cost information unless costs are manually entered into ProDBX.

Missing cost information limits related budget, job-costing, and profitability reports.

With Full QuickBooks, the final company profit and loss statement is in QuickBooks. With Full ProDBX Accounting, it is in ProDBX.

With the Hybrid option, QuickBooks holds the final company profit and loss statement using the company expenses recorded in QuickBooks and summarized revenue and cost of goods sold from ProDBX.

Choose Full QuickBooks if you want QuickBooks to handle nearly all accounting activity.

Choose Full ProDBX Accounting if you want ProDBX to manage the full workflow from lead tracking through final payment and accounting.

Choose Hybrid if you want ProDBX to provide detailed job-level financial tracking while QuickBooks tracks other company expenses and produces the final company profit and loss statement.