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GearHive + QuickBooks Online

Finished work, in your books.Billed to whoever actually pays.

GearHive runs the field side of a contracting or maintenance business: jobs, crews, routes, photos, equipment and time. Connect your QuickBooks Online company and that work turns into invoices, estimates, time activities and bills in QuickBooks, without typing it twice.

Connect to QuickBooksNew to GearHive? Start free

Already on GearHive? Connect to QuickBooks takes you to Settings → QuickBooks after you sign in. Only the workspace owner can connect.

What GearHive does for QuickBooks users

The office stops re-keying the field's work. Each piece below can be turned on or off in Settings → QuickBooks.

Invoices from finished work

A completed job or work order becomes a QuickBooks Online invoice: labor at the job's rate and hours (or its agreed price), parts at unit cost plus your markup, and the job site and PO number on the memo. Turn on automatic invoicing for the kinds of work you choose and it happens the moment the job is marked done.

A week of jobs, one invoice

The review sheet rolls completed jobs that bill to the same customer into one invoice, with each job as its own dated line, and the job photos attached to the invoice in QuickBooks.

Estimates that close themselves

Send QuickBooks estimates for one job or several. QuickBooks emails them with your own template, GearHive reads back whether they were accepted, and the invoice that bills those jobs links the estimate so QuickBooks closes it.

Customers, vendors and services

Import your QuickBooks customers and vendors (matched by name, never duplicated) and send new ones from GearHive automatically. Your QuickBooks services become job types with their rates.

Crew time for payroll

Link each person to their QuickBooks employee and their time punches go to QuickBooks as time activities when they clock out. Edits update the same entry, and a deleted punch is removed.

Subcontractor bills

When a partner you sent a job to invoices you through GearHive, their invoice becomes a bill in your QuickBooks, booked to the expense account you choose, with their invoice PDF attached.

What syncs, and which way

GearHive reads and writes only the QuickBooks records below, in the QuickBooks Online company you connect.

Invoices (with job photos)
GearHive → QuickBooks
When you invoice a job or a batch, or automatically when a job is completed
Estimates
GearHive → QuickBooks, status back
When you send one; its status is read back from QuickBooks
Customers
Both ways
Import on demand; new GearHive customers are sent automatically if you turn it on
Vendors
Both ways
Import on demand; new GearHive vendors are sent automatically if you turn it on
Products & services
QuickBooks → GearHive
Read when you pick the labor and parts items, and when you import services as job types
Time activities
GearHive → QuickBooks
When a linked person's time entry closes (if you turn it on), or when you send a week
Bills (with the partner's invoice PDF)
GearHive → QuickBooks
When you push a partner's invoice as a bill, or automatically if you turn it on
Your invoices to partners
QuickBooks → GearHive
When you invoice a job a partner sent you, its PDF and total are read so the partner gets a copy on their job
Accounts & employees
QuickBooks → GearHive
Read for the bills-account picker and for linking people to employees
Company name
QuickBooks → GearHive
Read once when you connect, to show which company is connected

Who gets the invoice

Most job apps assume the customer at the address is the one who pays. When you're the subcontractor, they aren't. GearHive bills each job to the first of these that is set:

  1. 1The job's own bill-to, if you set one
  2. 2The lot's bill-to, then the lot's builder or buyer
  3. 3The job site's default bill-to (the GC, when you're the sub)
  4. 4The job site's customer (the owner)
  5. 5The job's own customer, for a job with no site

Sub → GC, through the chain

When a general contractor sends you a job through GearHive, the GC is the job's bill-to, so your invoice goes to them. After you invoice, GearHive copies it up the chain: the invoice PDF lands on the GC's own job, and the GC can put it in their QuickBooks as a bill from you. Each company keeps its own job and its own books, and nobody types the invoice twice.

How-to guides

Connect GearHive to QuickBooks Online

  1. Sign in to GearHive as the workspace owner.
  2. Open Settings → QuickBooks and select Connect to QuickBooks.
  3. Sign in to your Intuit account on Intuit's own page, choose your QuickBooks Online company, and select Connect.
  4. Back in GearHive, pick the QuickBooks items for labor and parts, choose which kinds of work become invoices, and import your customers and vendors.

Invoice a finished job

  1. Give the job a site and customer (or a bill-to) so GearHive knows who pays.
  2. Mark the job done. With automatic invoicing on, the invoice is created right away.
  3. Otherwise, open the job and select Create invoice in QuickBooks. The invoice number and a link to it show on the job.

Invoice a week of jobs at once

  1. Open Invoices → Review & batch invoice.
  2. Select the completed jobs for one customer. GearHive groups them by who pays.
  3. Create the invoice. Each job becomes a dated line, and their photos are attached.

Send crew time to QuickBooks payroll

  1. On the Team page, link each person to their QuickBooks employee.
  2. In Settings → QuickBooks, turn on sending time punches to QuickBooks.
  3. From then on each closed time entry goes across on its own; you can also send a whole week from the timesheet.

Disconnecting, and your data

How to disconnect

In GearHive, open Settings → QuickBooks and select Disconnect from QuickBooks. GearHive revokes its access with Intuit right away. Or, in QuickBooks Online, open Apps, find GearHive among your connected apps and disconnect it there. Either way GearHive stops syncing, and nothing in QuickBooks is deleted. To reconnect, sign in and select Connect to QuickBooks again.

Your sign-in stays with Intuit

You sign in on Intuit's page, never GearHive's. The authorization Intuit gives GearHive is stored encrypted with AES-256-GCM, belongs to your workspace only, and is used only for the records listed above. If it expires or is withdrawn, GearHive stops and asks the owner to reconnect.

What GearHive keeps

Customers and vendors you import become GearHive customers and vendors (names and contact details). Beyond that, GearHive keeps only the QuickBooks ids and numbers it needs to link records, such as the invoice and estimate numbers on your jobs. It doesn't copy your ledger, bank or payroll data. See the privacy policy and terms.

Pricing

The QuickBooks connection costs nothing extra on any plan. The contractor workflow on this page runs on the Jobsite plan. All prices are in US dollars.

  • Solo
    Free

    For one person getting organized.

  • Individual
    $5/mo or $39/yr

    For one person with a home, a shop or a fleet of gear.

  • Armory
    $59/yr

    For one person's home and armory — readiness, custody, PMCS and ammo by lot.

  • Jobsite
    $100/yr + $10/yr per extra login

    For a company with a crew — pay for the logins you use. 14-day free trial. Includes GearHive Jobsite.

Full plan details are on the pricing page. Contractors can also read about GearHive Jobsite.

Questions

Which version of QuickBooks does GearHive work with?
QuickBooks Online. GearHive connects through Intuit's QuickBooks Online accounting API; QuickBooks Desktop isn't supported.
Who can connect QuickBooks?
Only the owner of the GearHive workspace. Crew logins never see QuickBooks, billing or settings.
Does GearHive see my Intuit password?
No. You sign in on Intuit's own page, and Intuit gives GearHive an authorization for your company. GearHive stores that authorization encrypted (AES-256-GCM) and uses it only to sync the data described on this page.
Will disconnecting delete anything in QuickBooks?
No. Invoices, estimates, bills, customers and everything else already in QuickBooks stay there. GearHive just stops syncing, and it keeps your jobs, settings and mappings for when you reconnect.
What happens if the connection stops working?
GearHive stops syncing, and Settings → QuickBooks shows Connect to QuickBooks along with the reason. Connect again and it picks up where it left off. If you connect a different QuickBooks company, GearHive clears the old company's links so nothing points at the wrong records.
Can a job be invoiced twice by mistake?
No. A job that already has an invoice isn't invoiced again unless you ask for a new one, and every invoice request carries an id that QuickBooks uses to ignore repeats.
Does GearHive ever delete things in QuickBooks?
Only what GearHive created itself, and only when you ask for it: replacing an open estimate it sent, or deleting a time entry it sent. Nothing else is removed.
What does it cost?
There's no extra charge for the QuickBooks connection. The contractor workflow on this page (customers and bill-to, estimates, batch invoices, crew time and partner bills) is part of GearHive Jobsite on the Jobsite plan: $100 a year for the owner plus $10 a year for each extra login, with a 14-day free trial. Prices are in US dollars.

Something not working? The support page covers connecting, reconnecting and disconnecting, or email support@gearhive.cloud.