Intended audience: accountant or project manager. This page walks through the recurring monthly workflow between QuickBooks Online and Siteline. For one-time authentication, see Setup.
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.
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.
Review and finish completing project details.
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 the 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 is 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 Setup → Retention handling)
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.
Appendix: field mapping diagrams
Entering a project into QuickBooks
Importing a QuickBooks project with an estimate into Siteline
Importing a QuickBooks sub-customer 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
