Method and limits
How Close Check finds a job cost difference
Your reports are checked in this browser. The free scan shows job-level differences and Coverage. After unlock, source rows and a workpaper help you investigate; Close Check does not change accounting records.
What the scan compares
A full close needs one QuickBooks Transaction Detail by Account export for All Dates on Accrual Basis and a full, individual-job Buildertrend Job Costing Budget export for each job. You confirm which QuickBooks accounts hold job costs, labor exclusions, filters and export timing. A Buildertrend Bills grid export adds bill evidence; QuickBooks P&L by Customer and Time Activities add checks when their scope can be proved. Bills plus Transaction Detail alone produces a narrower bill sync check and cannot declare a full close clean.
How jobs and costs are linked
Close Check uses exact or uniquely supported names and codes where the source evidence permits them. An uncertain job-to-customer or Product/Service-to-cost-code link needs your decision. It never chooses an ambiguous link to make totals agree. It checks printed totals and report layout before comparison and stops on unsupported source evidence.
What the amounts mean
The signed job gap is Buildertrend actual costs less selected QuickBooks job costs, after the confirmed labor treatment. Cost-code differences locate where the sources disagree. Absolute differences add their sizes without cancelling positive and negative components. Coverage adjustments identify amounts that cannot safely be placed on a matched cost code. A located amount does not, by itself, prove its cause.
When a difference is explained
A component is explained only when one specific documented source cause covers its full amount and direction, or when you explicitly confirm a supported missing-customer (P3) or excluded-account (P7) cause. Partial, overlapping and otherwise ambiguous hints remain unexplained. The unexplained amount sums the absolute unresolved cost-code and coverage components; opposite signs do not cancel. Zero unexplained applies only to the files and checks listed in Coverage and does not certify the books.
What a clean result covers
Coverage says which checks ran, were confirmed, were partial or could not run. An unlinked job is not compared. Missing optional reports reduce the applicable checks. A clean result means no supported differences were found across the compared jobs under the confirmed scope; it is not a guarantee about every record in Buildertrend or QuickBooks.
Export and review help
Use the export recovery guide when a file stops at intake. The difference guide explains common review paths. The earlier Bills check has its own narrower rules and period workflow.
Independent software. Not affiliated with Buildertrend or Intuit. The scan reports supported differences; it is not accounting advice.
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