Why Buildertrend and QuickBooks job costs do not match

Rule out an incomplete report

A finite QuickBooks date range cannot prove a cumulative Buildertrend budget. A filtered report can hide a job or account. A filtered Buildertrend budget can hide cost codes while its visible rows still add up. Close Check requires All Dates and explicit filter confirmations before it can show results.

Read the exception family

A cost-code difference shows where the two exports disagree. A QuickBooks job-cost line without Product/Service cannot be assigned to a Buildertrend cost code. A line with a Product/Service that has no confirmed code link needs mapping review. A cost with no customer cannot appear under a linked job. A cost outside selected job-cost accounts needs account review.

Buildertrend documents Bills, Checks, Expenses, Vendor Credits and Credit Card Credits as QuickBooks cost types that may flow to its budget. Other transaction types in a QuickBooks export are shown separately rather than assumed to sync. A possible duplicate flag is a prompt to inspect two transactions, never proof that one should be deleted.

Check timing and settings

Buildertrend's QuickBooks integration has a per-company or per-job setting for costs entered in QuickBooks. If a cost has not synced, Buildertrend describes a manual Sync from QuickBooks action in the Job Costing Budget. Review that setting and timing before assigning a cause to a gap.

What unexplained means

Close Check adds the absolute size of unresolved cost-code and coverage differences. Opposite signed differences do not cancel. A component becomes explained only when one documented source cause covers its full amount and direction, or when you explicitly confirm a supported P3 or P7 cause. A zero unexplained amount is limited to the checks and files shown in Coverage; it does not certify the books.