Buildertrend + QuickBooks guide
Buildertrend Actual Costs and QuickBooks job costs do not agree
Two totals can disagree even when the bill list looks familiar. The useful question is how much of the gap can be traced to specific rows, and how much still needs investigation.
Put both reports on the same basis
Buildertrend's Job Costing Budget can calculate Actual Costs on an accrual or cash basis. QuickBooks reports can also be run on either basis. Close Check compares optional job totals only when both sides are confirmed as accrual.
If the Buildertrend budget includes approved Time Clock labor, enter its labor amount separately in the job totals template. Close Check subtracts it before comparing with selected non-labor QuickBooks job cost accounts.
Read Gap, Explained and Unexplained
Gap is Buildertrend Actual Costs excluding entered labor minus QuickBooks job cost on the linked customer. Explained is the signed effect of missing bills, amount differences, wrong projects, voids and direct QuickBooks costs found in this scan. Unexplained is Gap minus Explained.
A zero Unexplained amount means the current scan accounts for the arithmetic gap using its documented rules. It does not certify the books or establish that the underlying transactions are correct.
Extend the period if necessary
A nonzero unexplained amount can come from transactions outside the chosen period, incomplete account selection, a missing job link, a skipped check or another cause outside the supported rules. Work backward through source rows and rerun with an earlier period where the report coverage allows.
Official references
Independent software. Buildertrend and QuickBooks are trademarks of their owners and are named only to describe compatibility. This guide is not accounting advice.