Overview
Siteline connects directly to QuickBooks Online (QBO) so subcontractors can eliminate duplicate data entry, improve accuracy, and streamline billing. With this integration, you can:
Import projects from QBO into Siteline
Build and manage billing in Siteline
Sync invoices back into QBO
Keep PMs working in Siteline while accounting stays in QBO
This saves time, reduces errors, and keeps financial and operations workflows cleanly separated.
Workflow Overview
Connect QuickBooks Online
A Siteline admin enables the QBO integration, and your QBO admin authenticates the connection. This is just a one-time setup.
Import Your Project
Search for a customer, sub-customer, or project in QBO and pull it into Siteline.
Import or Build Your SOV
If an estimate exists in QBO, Siteline imports the line items as your SOV. If not, you can build the SOV directly in Siteline.
Create Your Billing in Siteline
Build progress invoices in Siteline exactly as you normally would—percent complete, stored materials, approval workflow, etc.
Sync the Invoice Back to QBO
Siteline posts either a line-item invoice (when an estimate exists) or a total-only invoice.
QBO Applies Taxes & Stores the Invoice
If your invoice has line items: Siteline uses the Product/Service values already assigned to each line in the QuickBooks estimate—no action required.
If your invoice does not have line items: Siteline will prompt you to select one Product/Service for the entire invoice (Siteline remembers your last choice).
QBO then applies tax automatically and stores the invoice.
One-time Setup
To start using the Quickbooks Online integration, a Siteline administrator will enable the integration in the backend of Siteline. Once that’s complete, you’ll follow these instructions to link the two products.
In Siteline, go to the company dropdown in the upper right and then select Company settings.
2. In Company Settings, scroll down to Quickbooks Online, and then click Authenticate QuickBooks.
3. Follow the dialog boxes and log into Quickbooks Online until you receive the Successfully authenticated with Quickbooks message. You may need to install the Agave app. Please note: You MUST be a QBO admin in order to successfully authenticate.
4. Now that the connection is completed, a new button will now appear in Company Settings: Reset QuickBooks, allowing you to follow those prompts again if you ever need to change the logged in accounts (such as if there is a new admin in your company for QBO).
Importing Projects
Once you’ve completed the one-time integration setup, you can then begin importing projects.
From the Billing homepage, select +New Project in the upper right, then choose the project type (Lump Sum), and then finally choose Quickbooks Online from the ERP selector.
2. On the next dialog box, search using the project name, number, or general contractor. Once the project is selected, click Link. You’ll receive an import bar as Siteline imports project data. Pro tip: Select the Active projects only checkbox to filter out past projects and find your project quicker.
3. Review and finish completing project details. (Please note: GC Project Number will need to be entered. The address retrieved is the shipping address for the project or sub-customer.) Once complete, click Create project. The project is now ready in Siteline.
Import or Create the SOV
If an Estimate exists in QBO:
Siteline imports the line items as the SOV
In the Project in Siteline, head to the SOV tab and click the Import SOV from QuickBooks Online button and follow prompts.
Product/Service values from QBO map into Siteline (only when syncing)
To manage Change Orders:
A second estimate for the same project is treated as a change order
Those lines are marked as CO lines in Siteline
If no Estimate in QBO exists:
When you sync invoices, you’ll select a Product/Service for each line
You can only select one product/service for the full total in this case
Siteline remembers your last choice and will autofill on future syncs
Invoice Syncing
Siteline syncs invoices into QBO:
Progress billing supported
If an estimate with line items exists >> invoice sync will include line items
If no estimate exists >> Siteline posts a total-only invoice
Siteline syncs the pretax amount (QBO automatically applies taxes)
Use Siteline as usual to build progress invoices. When ready to sync:
While in a pay app in Siteline, click the Sync invoice to Quickbooks Online button to sync to QBO.
This button will include:
Product/Service selection if the project if a T&M project in Siteline or there is no estimate in QBO
Preview of line items or total amount
Retention handling based on the toggle (see Retention Handling section of this guide)
Any edits needed before posting
Important note about progress tracking in QuickBooks Online: While Siteline syncs accurate line-item invoices to QBO, QuickBooks Online does not support linking progress invoices to estimates via its API. As a result, invoices synced from Siteline will not appear as “linked” to estimates in QBO or update estimate-level progress tracking.
Retention Handling
Since QBO has no native retention concept, Siteline provides an explicit setting. To manage the setting:
In Siteline, go to the company dropdown in the upper right and then select Company settings.
2. In Company Settings, scroll down to Quickbooks Online, and click Edit in the upper right of that section. You’ll see the toggle switch for Deduct retention from invoice total.
Toggled On: Invoice sent to QBO excludes retention
Toggled Off: Full billed amount (including retention) is synced to QBO
Once the desired setting is selected, click Save.
Field Mapping Summary
QBO >> Siteline
QBO Field | Siteline Field | Notes |
Customer / Sub-customer / Project | Project Name | Main identifier |
Customer / Sub-customer / Project Shipping Address | Project Address | Siteline uses the shipping address fields |
Estimate > Line Items* | SOV Line Items* | Description, amount, and line number imported from QBO estimate if present* |
Product/Service | Product/Service | Required on invoice sync |
*Product/Service Handling Note: Product/Service values from QuickBooks Online estimates are not stored in Siteline. When syncing line-item invoices back to QBO, Siteline automatically bills against the Product/Service assigned to each estimate line in QuickBooks Online.
Siteline >> QBO
Siteline Field | QBO Target | Notes |
Invoice (#, date) | Invoice | Standard QBO invoice |
Line items | Invoice line items | Only if estimate exists |
Total amount | Invoice total | Used if no estimate exists |
Retention (if toggle ON) | Not included in invoice | Deducted before sync |
Retention (if toggle OFF) | Included in invoice | Full amount sent |
Pretax amount | Pretax | QBO applies tax |
Retention Note: QuickBooks Online does not have a built-in concept of construction retention. Retention is calculated and managed entirely in Siteline and applied using a deduct-retention toggle before invoices are synced to QBO.
Error Handling and Common Issues
Below are some common issues that may occur and how to resolve them.
QBO Admin Required
If the user authenticating QBO is not an admin, the connection will fail.
Missing Line Items
If QBO has no estimate for the project:
Siteline cannot post a line-item invoice
Siteline will still sync a total amount
You’ll get a prompt to select a Product/Service before syncing
Retention Mismatch
Because QBO has no retention field:
Ensure correct toggle selection (“Deduct Retention”) before syncing
Tax Differences
QBO applies taxes.
Since Siteline syncs pretax amounts:
Expect QBO to calculate and display taxes based on its own rules
Address Requirement
Siteline requires a project address.
If QBO does not have a shipping address (which gets imported), you must enter it manually.
FAQs
Do I need to be a QBO admin to connect?
Yes. Only QBO admin users can authorize the Siteline connection.
Do I need estimates in QBO?
No, but if you want line-item invoices in QBO, you must maintain estimates there.
Can I import all my projects at once?
Not yet.
Can one Siteline project map to multiple QBO projects?
Not currently supported.
What happens if QBO applies tax differently?
Siteline sends pretax amounts; QBO computes and applies taxes based on its settings.
Does syncing invoices update progress against estimates in QBO?
No. QuickBooks Online’s API does not support linking progress invoices to estimates. While Siteline syncs accurate line-item invoices, progress tracking against estimates in QBO is not updated.
Appendix: Field Mapping Diagrams
Entering a project into Quickbooks
Importing a Quickbooks project with an estimate into Siteline
Importing a Quickbooks subcustomer into Siteline as a project
Project import details
SOV
Pre-siteline retention will always be $0 because Quickbooks doesn’t have a concept of retention
Syncing invoices: Lump sum invoice
Syncing invoices: Line item invoice
Lien waivers
Vendor contact info
