QuickBooks Integration for Construction — Send Invoices from Estimates | EasyEstimate
Connect EasyEstimate to QuickBooks Online and send construction invoices in one click. Line items, VAT, customer details transfer automatically. Built for UK builders.
Why Connect Your Estimating Software to QuickBooks?
If you’re a UK builder using QuickBooks Online for your accounts, you know the drill: price a job, generate the invoice, then type everything into QuickBooks line by line. Same data, entered twice — and every re-entry is a chance for a mistake that your accountant will catch at year-end.
EasyEstimate’s QuickBooks integration removes that manual step. Generate your invoice from an accepted estimate, click Send to QuickBooks, and the invoice appears in QuickBooks as a draft with all line items, amounts and customer details ready to go.
What Gets Sent to QuickBooks
When you click Send to QuickBooks on an invoice in EasyEstimate, here’s exactly what transfers:
- Line items — every line from your invoice is sent individually with its description, quantity, unit price and total. Your QuickBooks invoice shows the same itemised breakdown as your EasyEstimate estimate.
- Customer — EasyEstimate searches QuickBooks for an existing customer by email or name. If found, the invoice is linked to them. If not, a new customer is created with the client’s name, email, phone and billing address.
- Invoice amounts — all amounts are calculated to match exactly, including profit margins applied at the line level so your QuickBooks invoice shows the correct client-facing prices.
- Job reference — your job reference or project name is included as a private note on the QuickBooks invoice, making it easy to match invoices to jobs.
- Due date — if you’ve set a due date on the invoice in EasyEstimate, it carries through to QuickBooks.
The invoice arrives in QuickBooks as a Draft, giving you full control to review and edit before sending to your client.
Setting Up the QuickBooks Connection
Connecting takes less than two minutes:
- Log into EasyEstimate and go to Company Details
- Scroll to the Integrations section
- Click Connect next to QuickBooks
- You’ll be redirected to QuickBooks — log in and authorise EasyEstimate
- You’re connected. Start sending invoices.
No API keys, no technical configuration, no IT support needed. If you can log into QuickBooks, you can set up the integration.
Keeping Invoices in Sync
After sending an invoice to QuickBooks, you can check its status from within EasyEstimate. Click Sync on any QuickBooks-linked invoice to pull the latest status:
- Draft — invoice is in QuickBooks but hasn’t been sent to the client
- Sent — invoice has been emailed to the client
- Paid — client has paid the invoice
Track your entire invoicing pipeline from EasyEstimate without switching between apps.
Built for Construction Invoicing
EasyEstimate preserves the full detail of your construction estimate when sending to QuickBooks:
- Materials, labour and subcontractor costs listed as separate line items
- Section and area descriptions included (e.g. “Extension - Groundworks - Concrete Foundations”)
- Quantities and unit rates shown, not just lump sums
- Profit margins applied per line, so QuickBooks shows the correct client-facing prices
This detail gives your accountant what they need to categorise costs correctly, and gives your clients clear, professional invoices that break down exactly what they’re paying for.
QuickBooks Online vs QuickBooks Desktop
EasyEstimate integrates with QuickBooks Online — the cloud-based version of QuickBooks that you access through a web browser. This is the version Intuit is actively developing and that most UK businesses are now using.
If you’re still on QuickBooks Desktop, the integration won’t work directly. However, Intuit offers migration tools to move from Desktop to Online, and many builders find the switch worthwhile for the cloud access alone.
Who Uses This Integration
The QuickBooks integration is popular with:
- Sole traders who manage their own books in QuickBooks and want one-click invoicing from their estimates
- Small construction companies whose bookkeeper works in QuickBooks and needs invoices without manual data entry
- Builders switching from spreadsheets who want an end-to-end workflow from estimate to accounting
Pricing
The QuickBooks integration is included with the Professional plan. There are no additional charges for the integration — it’s part of your subscription.
You can try EasyEstimate free to build estimates and generate invoices, then upgrade to Professional when you’re ready to connect QuickBooks.
Related Resources
- Xero Integration — if you use Xero instead of QuickBooks
- All Integrations — overview of all available integrations
- Construction Invoicing Features — invoicing, payment tracking and more
- Construction Estimating Software — full platform overview
- Software Pricing — plans and pricing
Frequently Asked Questions
- How do I connect EasyEstimate to QuickBooks?
- Go to Company Details in EasyEstimate, find the QuickBooks section under Integrations, and click Connect. You'll be redirected to QuickBooks to authorise the connection. The whole process takes less than two minutes and doesn't require any technical setup.
- What data is sent to QuickBooks when I send an invoice?
- EasyEstimate sends the full invoice including all line items with descriptions, quantities, unit prices and the customer's contact details. The invoice is created as a draft in QuickBooks so you can review it before sending to your client.
- Does it create customers in QuickBooks automatically?
- Yes. When you send an invoice, EasyEstimate first searches QuickBooks for an existing customer by email address or name. If a match is found, the invoice is linked to that customer. If not, a new customer is created in QuickBooks with the client's name, email, phone number and address from the job.
- Can I send staged invoices to QuickBooks?
- Yes. If you've set up staged payments on a job in EasyEstimate, each stage invoice can be sent to QuickBooks individually. Each one arrives as a separate invoice in QuickBooks with the correct line items and amounts for that stage.
- Can I see the QuickBooks invoice status in EasyEstimate?
- Yes. After sending an invoice to QuickBooks, you can sync the status back to EasyEstimate. You'll see whether the invoice is draft, sent or paid — without needing to log into QuickBooks.
- What if I already have the same customer in QuickBooks?
- EasyEstimate searches QuickBooks by email first, then by name. If it finds a match, the invoice is attached to the existing QuickBooks customer. This prevents duplicate customers in your QuickBooks account.
- Is the QuickBooks integration included in the free plan?
- No, the QuickBooks integration is available on the Professional plan. You can create estimates and invoices for free, but sending invoices to QuickBooks requires a paid subscription. See our pricing page for details.
- Does it work with QuickBooks Desktop?
- The integration works with QuickBooks Online only. QuickBooks Desktop uses a different connection method that we don't currently support. If you're using QuickBooks Desktop and would like us to add support, please get in touch.
- Can I disconnect QuickBooks from EasyEstimate?
- Yes. You can disconnect at any time from Company Details. Invoices already sent to QuickBooks will remain there — disconnecting only stops new invoices from being sent.
Ready to Get Started?
Join thousands of UK builders using EasyEstimate to create professional estimates and grow their business.