This article is part of a larger series on Accounting Software.
Acctivate construction inventory software, or simply Acctivate, is a desktop-based inventory management solution that helps contractors monitor inventory levels, automate purchase orders (POs), track materials used, and more. It integrates with QuickBooks for enhanced inventory capabilities, including multilocation inventory tracking and lot and serial number traceability. In this Acctivate inventory review, we’ll provide an in-depth analysis of its features, pricing, benefits, and drawbacks to help you decide if it’s right for your construction business.
Still can’t find what you need? If you prefer a solution with built-in construction bookkeeping features, you can check out our top-recommended construction accounting software. Alternatively, if you think a general-purpose bookkeeping software is better suited for your construction business, explore our list of the leading small business accounting software.
Acctivate’s pricing took a hit in our evaluation because the structure isn’t favorable for small-scale contractors. You will either have to pay a hefty one-time fee or choose a condensed monthly plan—still with high monthly fees.
The tables below sum up the Acctivate inventory pricing structures.
Acctivate Feature Comparison by Plan
Acctivate offers uniform tiered features across all plans, whether you choose the one-time payment or the monthly option. All subscriptions include standard features, such as inventory management, sales automation, customer management, and QuickBooks integration, while the higher plans offer more advanced tools, summarized below.
Access to Warehouse Layout Tool & Pick Lists
Standard Web Store Integration
Advanced Web Store Integration
Mobile Warehouse Management
Acctivate earned an excellent mark in this category because of the value it provides to businesses when it’s integrated with QuickBooks Online. The bidirectional integration between Acctivate and QuickBooks offers an enhanced solution for optimizing your inventory, warehousing, ordering, and purchasing workflows
Some list items, such as customers, can be updated in either Acctivate or QuickBooks. However, there are some items that don’t automatically flow between the two programs, which explains the slight hit in its score.
For instance, most inventory items, including inventory asset accounts, must be handled in Acctivate, while salespeople and sales tax codes must be entered and updated in QuickBooks. Nevertheless, we don’t find this a problem since this approach allows you to separately leverage the strengths of each program.
While Acctivate is a locally installed software, it doesn’t require to be hosted to integrate it with QuickBooks Online. Once you install the software and sign in to your Acctivate account, you need to grant permission for Acctivate to access your QuickBooks Online company.
Once permission is granted, Acctivate will prompt you to review and map your data prior to import.
Once a section has finished syncing, you’ll see a check symbol next to that section, which indicates the data has successfully synced.
Take note that when importing product information from QuickBooks to Acctivate, you first need to create product classes in Acctivate. Each product you import will be associated with one of these product classes.
QuickBooks and Acctivate have different approaches to accounting configuration. QuickBooks assigns the cost of goods sold (COGS) and sales accounts to each individual product. In contrast, Acctivate uses the product class system—meaning each product class in Acctivate is linked to specific COGS and sales accounts.
That said, when you import products from QuickBooks to Acctivate, you will need to map or assign each product to a corresponding product class. This mapping ensures that the imported products in Acctivate are linked to the appropriate COGS and sales accounts based on their assigned product class.
To avoid mismatched COGS accounts between QuickBooks and Acctivate, we recommend mapping each inventory item to the same COGS account as the corresponding product class in Acctivate that you plan to assign it to.
While this approach may be challenging at first, we believe that once you understand the system, it provides a structured and consistent way to manage your products and their associated accounts.
The perfect score is a result of Acctivate’s availability on the QuickBooks App Store—meaning you can set it up directly from your QuickBooks Online account. Once done, you will be taken automatically to your Acctivate dashboard where you can instantly initiate the syncing process by clicking the Synchronize with QuickBooks button under the QuickBooks menu.
If you encounter some problems before, during, or after the integration, you can reach out to either Acctivate or QuickBooks’ customer support team, depending on the nature of the problem.
Acctivate is a bit weak when it comes to these features, which is not surprising since its main focus is on inventory management rather than offering a full-fledged construction solution. However, it still earned some points for offering some salient construction features:
As a specialized inventory management software, Acctivate offers many enhanced inventory features, including those not found in QuickBooks Online. Below is a list of some of its most notable inventory management features.
Acctivate’s barcoding feature allows you to generate barcode labels for construction materials, items, or assets. These labels contain encoded information that can be easily scanned using barcode scanners. This makes it easy to label and track items as opposed to manually typing information.
Barcode scanners in Acctivate are crucial for receiving construction materials. When construction materials arrive at a job site, barcode scanning allows warehouse managers to easily verify deliveries against POs and packing lists.
Construction projects often involve multiple job sites, each with its own set of materials and equipment requirements. Acctivate’s multiwarehouse management feature allows managers to specify which job site or warehouse each batch of materials should be allocated to.
The software provides real-time visibility into inventory levels at each job site or warehouse so that project managers and site supervisors can easily track the availability of materials in a specific warehouse. They will also be alerted when inventory reaches low levels, helping them ensure that materials are adequately stocked in each location.
From the Product Information window under the Inventory tab, you’ll see important information, including the inventory levels of a specific product in each warehouse and the total inventory levels for all warehouses.
Construction companies can use Acctivate to create BOMs, including kits and assemblies, for their projects. One of the best features is that you can modify the BOMs at any time without losing historical records. This flexibility is crucial in construction, where project requirements may change due to design modifications, client requests, or unforeseen circumstances.
Acctivate allows you to set up unlimited BOM components, making it ideal for large-scale construction companies that often require multiple materials. The components can be serial or lot numbered—giving you more flexibility in tracking your inventory.
For companies with unique project requirements, Acctivate enables you to create custom material bundles or kits on the fly. These kits may include a selection of components, tools, equipment, or supplies that are customized to match your project needs or your client’s request.
Acctivate integrates with leading EDI platforms, including SPS Commerce, True Commerce, and B2B Gateway, to help contractors simplify the exchange of electronic items, such as POs and invoices.
There are several ways construction companies can use this feature. For instance, you can generate electronic POs within Acctivate and then send them to your suppliers. You can also receive invoices directly from your suppliers through the integrated EDI system.
The purchase management feature in Acctivate makes it easy to purchase materials, equipment, and subcontractor services required to complete a project. Contractors can create purchase requisitions, which cover various elements—from raw materials to equipment repairs.
Once a purchase requisition is created, contractors can send it directly to managers for approval. Managers can review the requisition form, and once approved, purchase requisitions can be easily converted into requests for quotes. Also, they can be converted into POs, which can be tracked via four different statuses: entered, request for quote, pending approval, and issued.
To help you stay on top of POs, Acctivate has purchase alerts, which provide a daily overview of your purchasing activities. You can view all relevant information in a single grid, and you can set up filters to display purchasing activity based on specific criteria, like status and due dates.
Business Activity Monitoring Tools
Acctivate provides various business activity monitoring tools, including the ability to assign, manage, and track jobs. Project managers can assign tasks to team members or subcontractors and track them until they are completed. Acctivate allows you to see who is working on what, the deadlines, and the progress of each task.
For sales and marketing teams, the platform allows you to manage sales calls, customer communications, and quote requests. For instance, when a potential client calls with a query or a request for a project quote, Acctivate allows the company to log the details of the call, schedule follow-ups, and ensure that the inquiry is addressed promptly.
Another helpful tool is search functionality, which allows you to easily locate specific activities, whether it’s a job assignment, a customer communication, or a historical record. This feature makes it easy to retrieve critical data so that they are readily available for reporting and client inquiries.
You can enter a business activity using the Enter Business Activity form.
Service & Repair Management
With this, contractors can visually plan and organize repair and maintenance activities. Acctivate provides a single dashboard where you can see all your team members’ scheduled tasks at a glance. You can drag and drop service orders easily to assign them to specific team members or reschedule them as needed.
As tasks are completed, they are automatically removed from the user’s job column, so it shows a clear view of ongoing work and progress. This makes it easy for you to monitor all pending and ongoing jobs until they are completed.
We docked a few points in this category, which is somewhat expected because most of the reports primarily focus on inventory. You can create more than 100 inventory reports and documents out of the box and create customized reports through its integration with Crystal Reports, an industry-leading reporting software.
Acctivate has an extensive list of inventory reports, including those unavailable in QuickBooks Online, such as multilocation inventory reports, serialized inventory reports, and kit and bundle performance reports. To help you easily locate and access the reports you need, Acctivate has a dedicated report catalog where you can organize, store, and manage all your reports.
Meanwhile, we awarded points for Acctivate’s customization options—which allow you to create a report dashboard that displays the important data you want to see in a single window using colorful graphs and charts.
Acctivate received perfect marks in our rubric—thanks to its mobile app, which excels in three primary areas: PO receiving, sales order picking, and picklist picking. It allows contractors to process POs, fulfill customer orders, and execute picking tasks right from their mobile devices. The app can even scan barcodes, including those with product IDs, lot numbers, serial numbers, and warehouse details.
You can download the Acctivate mobile warehouse management system (WMS) companion app from Google Play once you purchase and install the desktop app. Currently, there is no mobile app available for iOS users.
Many satisfied users who left a positive Acctivate inventory review online commented that the platform integrates smoothly with QuickBooks to enhance inventory management and synchronize important financial data. One reviewer likes that Acctivate records every interaction with their customers, including job transactions, emails, and phone calls.
Meanwhile, those with negative feedback complained that its reporting tool is a bit clunky and the reports are not that customizable. One also shared that they had problems syncing order information between Acctivate and QuickBooks.
As of this writing, here’s how Acctivate is rated on popular review websites:
- Capterra: 4.2 out of 5 based on more than 100 reviews
- G2: 4 out of 5 based on about 100 reviews
Acctivate Ease of Use & Customer Service
Acctivate may require a steep learning curve, especially for those who are new to such advanced inventory management tools. It may take time to understand fully how to complete the entry forms and how to execute the enhanced inventory features, such as serial and lot number tracking and multilocation management.
Additionally, since it’s a desktop software, it requires setup and maintenance, including software updates and data backups, which you might find inconvenient as opposed to cloud-based solutions. However, you can always consider bringing Acctivate online through cloud hosting, but you have to pay an additional fee.
To help you learn how to effectively use Acctivate, the provider offers various customer support options, including phone and email support and online tickets. You will also receive a free 90-day onboarding session to help you set up and customize your Acctivate company. If you encounter minor issues, you may browse through its wide selection of online resources, including blogs and online tutorials.
How We Evaluated Acctivate
We used our internal scoring rubric to evaluate and rate Acctivate.
25% of Overall Score
A good QuickBooks construction integration should be able to sync various types of data, such as invoices, job items, service codes, vendors, and payment details.
20% of Overall Score
Most of the software on this list is available directly on the QuickBooks App Store and can be set up directly from within your QuickBooks Online account. However, other providers also have a built-in connector that makes the integration process easier.
10% of Overall Score
The best QuickBooks construction software should be reasonably priced and scalable. Some software charges a hefty one-time fee while some offer flexible monthly plans for companies that anticipate growth.
15% of Overall Score
15% of Overall Score
QuickBooks Online has no construction-specific reports, so we determined what reports can be integrated through the software and how customizable the reports and the dashboards are.
10% of Overall Score
The ability to manage projects, create estimates, and coordinate with field members is important for construction companies.
5% of Overall Score
We checked out online reviews from users on popular review websites, such as Software Advice and G2.
Frequently Asked Questions (FAQs)
Acctivate is an inventory management solution that helps contractors efficiently manage and track their inventory and materials used, create POs, track project expenses, and more.
Yes, it integrates with QuickBooks Online and Desktop to enable enhanced inventory features, such as multilocation inventory management and lot and serial number tracking.
Acctivate is a desktop-based software that can be installed on a local computer or a company’s server. However, it can also run online through cloud hosting.
Acctivate may not be a complete construction accounting tool, but it is a one-stop shop for all your inventory management needs. This feature alone can benefit construction businesses significantly, especially those that own and manage multiple equipment, tools, and materials.
Additionally, Acctivate is an excellent choice for QuickBooks Online users who require extensive inventory management capabilities and want to sync important financial data, such as customer, vendor, and product information.