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Accounting | Buyer's Guide

Best Project Management Software With QuickBooks Integration 2023

Published September 8, 2023

Published Sep 8, 2023

Tim Yoder, Ph.D., CPA

REVIEWED BY:
Tim Yoder, Ph.D., CPA

Eric Gerard Ruiz, CPA

WRITTEN BY:
Eric Gerard Ruiz, CPA

This article is part of a larger series on Accounting Software.

TABLE OF CONTENTS
  1. 1 Comparison Table
  2. 2 Best Overall
  3. 3 Best for Accounting Practice Management
  4. 4 Best for Integration via Zapier
  5. 5 Best for Exporting Invoices to QuickBooks
  6. 6 Our Methodology
  7. 7 FAQs
  8. 8 Bottom Line

The best project management software that integrates with QuickBooks Online should provide an easy, seamless, and smooth connection. Ideally, it must be a two-way integration for synchronization of data and better ease of use. The software should also enable users to automate processes between QuickBooks Online and the chosen project management software.

Here are the top four project management software with QuickBooks Online integration:

  • Projectworks: Overall best project management for QuickBooks integration with scheduling, expense tracking, and forecasting features
  • CoConstruct: Best QuickBooks project management integration for construction companies
  • Advisor 8 Workflow: Best for accounting practice management
  • monday.com: Best for project customization

Comparison of Project Management Software That Integrates With QuickBooks Online

Provider
Monthly Cost
Number of Users
Free Trial
How To Integrate
Nature of Integration Integrations can be one-way or two-way.
• One-way integration only feeds data either to or from QuickBooks.
•Two-way integration feeds data to and from QuickBooks and the third-party project management software.
Projectworks logo
Starts at $370 for 1 to 10 users Prices for more than 10 users:
• $37 per user for 11 to 70 seats
• Custom pricing for more than 70 users
Depends on subscription
21 days
Via QuickBooks App Store
Two-way
CoConstruct logo
$399 to $999 per month
Unlimited
N/A
Via QuickBooks Settings
One-way (from QuickBooks to CoConstruct)
Advisor 8 Workflow logo
$40
Unlimited
14 days
Via QuickBooks App Store
Two-way
Monday.com logo
$12 or $24 or custom priced
Unlimited (minimum of three)
N/A
Via monday.com app marketplace
One-way (from monday.com to QuickBooks)

Projectworks: Overall Best Project Management Software for QuickBooks Integration

Projectworks logo

Pros

  • Has time tracking, expense tracking, forecasting, and invoicing
  • Directly integrates with QuickBooks, Xero, and MYOB
  • Has an API to create more connections between third-party software

Cons

  • Charges an onboarding fee starting at $1,000
  • Limits forecasting features to revenue figures only
  • Lacks other project management features, such as task status tracking
Read our Projectworks review

Pricing & Plans

Projectworks’ prices differ based on the number of users you’ll need. You can try the platform for free for 21 days to get its look and feel:

  • One to 10 seats: $370 per month
  • 11 to 70 seats: $37 per user, per month
  • 71 or more seats: Custom pricing

You can save 10% if you opt for the annual billing option.

Read our Projectworks review

I selected Projectworks as the overall best project management software that integrates with QuickBooks Online, our best small business accounting software. The ease and depth of the integration creates a powerful all-in-one accounting and project management solution. You can easily create and sync invoices between QuickBooks Online and Projectworks, and all expenses recorded in Projectworks will automatically be converted into bills on QuickBooks Online.

Despite the synergy between these two solutions, you might want to consider monday.com instead if you’re looking for a more robust and dedicated project management software. monday.com has timeline and Kanban views to help you visualize task status and progress, features that Projectworks lacks. However, monday.com’s integration is for invoices only, which still makes Projectworks the best choice for QuickBooks Online integration.

Projectworks has a direct two-way integration with QuickBooks. Changes made in either Projectworks or QuickBooks are automatically synced, making it more convenient for accounting and project management teams. You can create and send invoices in either Projectworks or QuickBooks, and the integration will ensure invoices created or sent are reflected on both platforms.

Expenses recorded on Projectworks will automatically be recorded on QuickBooks as bills. With this, you can utilize Projectworks’ multiple expense capturing features that aren’t present in QuickBooks, such as billable expenses and fixed fees.

  • Resource management and time tracking: Projectworks uses time codes to track time spent on activities per day. This way of time tracking is unique because it lets users input time spent, such as two hours or 30 minutes, on tasks performed.
  • Leave management: Part of human resources planning is plotting leaves. You can use Projectworks’ leave management module to efficiently manage employee leaves without affecting minimum workforce requirements.
  • Revenue forecasting: You can forecast revenues to communicate goals to employees. These forecasts are presented side-by-side to total invoiced amounts to track your progress on these goals.
  • Managing project costs: If you handle projects that differ across clients, Projectworks is a necessity for your small business. You can use Projectworks as a central hub for all project-related metrics and information.
  • Organizing the workforce: Within Projectworks, you can see how many people are working on certain tasks and jobs. You can use this feature to effectively delegate tasks and to distribute work among employees fairly.
  • Planning: With Projectworks’ revenue forecasting feature, you can communicate revenue and profit goals to employees. You can also track forecasts with actual results and assess if goals are being met on a timely basis.

CoConstruct: Best QuickBooks Project Management Integration for Construction Companies

CoConstruct logo

Pros

  • Has unlimited users for all plans
  • Includes portal for subcontractors
  • Integrates with QuickBooks and Xero
  • Can track payments of homeowners

Cons

  • Can be costly for small businesses
  • Is not a general project management software
  • Can’t assign expenses to projects automatically

Pricing & Plans

  • Essential: $399 per month ($99 on the first month)
  • Advanced: $699 per month ($399 on the first month)
  • Complete: $999 per month ($699 on the first month)

You can save $720 to $2,040 per year if you get the annual billing option.

For construction firms, I selected CoConstruct for construction-specific project management software. I don’t recommend Projectworks for construction even if it’s the best overall. The reason behind this is because CoConstruct has features that help construction firms track change orders, streamline bidding, and track jobsite activity.

Though CoConstruct is not a generalized project management software, I still highly recommend this for construction firms because of its features. There’s no other alternative provider in this guide that could provide construction-specific features that you’ll find in CoConstruct.

You need to log in to QuickBooks Online as an admin user to connect CoConstruct. QuickBooks Online will guide you throughout the integration process through a series of steps. The integration can import actual expenses and compare it to budgets on CoConstruct, link projects, manage labor cost, and apply tax rates. We recommend QuickBooks Online Plus for CoConstruct integration.

  • Subcontractor portal: You can use this to communicate with subcontractors and to send them documents. This feature is useful since the communication channel and information hub is within CoConstruct, making it easy to exchange information with all your subcontractors.
  • Warranty management: CoConstruct also has a dedicated hub for warranties where you can manage all warranty claims and check-ins. Having this hub can help your team assess warranty claims much faster since all information is in one place.
  • Clock-in and clock-out: There is a built-in clock-in and clock-out system in CoConstruct, which also integrates with Gusto for a more efficient attendance tracking process. You can learn more about the provider through our review of Gusto.
  • Bidding: In conjunction with the subcontractor portal, CoConstruct has bidding management features that let you compare and contrast subcontractor bids and help you find the best bid for your needs. If you have specific requests or changes from subcontractors, you can use the subcontractor portal to communicate these changes.
  • Midsized construction companies: Given CoConstruct’s pricing levels, we deem that it’s a perfect fit for mid-sized construction companies with the means to shoulder the monthly cost of the software. If you’re a small construction company, we advise that you pick another platform in this guide. For more alternatives, see our list of the best construction accounting software that integrates with QuickBooks.
  • Construction accounting: We find CoConstruct’s feature a great complement to general accounting solutions like QuickBooks Online. CoConstruct can handle specific construction accounting functions, while QuickBooks Online handles general accounting features like managing accounts receivables (A/R), accounts payables (A/P), and cash flow.

Advisor 8 Workflow: Best for Accounting Practice Management

Pros

  • Offers useful features for accounting practice businesses
  • Integrates with other apps also created by Advisor 8
  • Has a document management system

Cons

  • Has limited third-party integration options
  • Has an app, but it cannot be used without a QuickBooks subscription
  • Lacks annual plans

Pricing & Plans

Advisor 8’s Workflow pricing is fixed at $40 monthly per seat. You can save 50% on annual billing.

Advisor 8’s Workflow app is a project management software for accounting practice management. However, other industries can also use Workflow to track metrics and updates.

I selected it as best for accounting practice management because it’s a good companion for Advisor 8’s other apps (Proposals, Campaigns, CRM, Advisor, Books Review, ProAdvisor Club, and Pro AI) that cater mostly to accountants. Hence, you might be better off with Projectworks if you want access to more nonaccountant third-party integration options.

Advisor 8 Workflow promotes that it has a tight integration with QuickBooks, which is true since users have to subscribe and login to QuickBooks Online first before using Workflow. The integration is direct and two-way, so users can access information either within QuickBooks or Workflow. If you have contacts, customers, or vendors stored within QuickBooks, Workflow can access the data and auto-populate it so that you can use it to create tasks and jobs.

  • Document management: Users can store and manage files within Workflow for faster access. You can group documents and files into folders for better organization and faster collaboration with team members and clients.
  • Alerts and updates: Workflow sends alerts and updates task due dates and payment dates to contacts within the app. You can utilize this feature to stay on top of tasks and daily progress.
  • Accounting practice management: Though Workflow is also compatible with other industries, we believe that Advisor 8’s suite of apps caters best to accounting practice businesses.
  • Job tracking: Workflow’s job tracking feature helps you manage resources. You can track approvals, timesheets, comments, and expenses related to the task.

monday.com: Best for Project Customization

Monday.com logo

Pros

  • Has a free plan
  • Tracks projects using Kanban and real-time insights
  • Offers affordable paid plans
  • Has robust security protocols against for distributed denial-of-service (DDoS)

Cons

  • No lead scoring features in lower plans
  • Limited automation actions in higher plans
  • Paid integration
Read our monday.com review

Pricing & Plans

Integration with QuickBooks Online starts with the Standard plan. All plans require a minimum of three users.

  • Standard: $12 per user, per month
  • Pro: $24 per user, per month
  • Enterprise: Custom priced

You can save 18% if you get the annual billing option.

Read our monday.com review

I chose monday.com because it is one of the leading project management platforms on the market. It is also our best project management software for project customizability and can track deals, project progress, resources, company goals, and requests.

While Monday’s project management features are outstanding, its QuickBooks integration is weak. It provides a one-way sync of invoices, but nothing else. Projectworks has a much deeper integration if that is what you’re looking for.

The QuickBooks integration is available in the monday.com app marketplace. You can try the integration for 14 days then pay $27 per month. The integration will auto-create and auto-sync all your invoices in monday.com, which would eliminate data entry time within QuickBooks Online. However, if you decide to create invoices in QuickBooks Online, it will not sync with monday.com; the invoice must be created in monday.com then synced QuickBooks Online afterward.

  • Project management: monday.com’s collaboration features let you organize and streamline tasks across the organization. With more than 200 templates, you can visualize processes and statuses for tracking progress of teams. You can also use drag-and-drop features to manage tasks across different boards.
  • Lead scoring: You can use monday.com’s lead scoring feature to measure the quality of leads across different lead owners.
  • Detailed reporting: Users can build unique reports within monday.com using functions, chart views, and advanced filters.
  • Collaboration: monday.com’s collaboration features let you see what your team is working on, the current status of projects, and important metrics related to the project.
  • Those looking for general project management software: Features of monday.com cater more to generalized project management functions that can be modified with the use of automations. You can use monday.com for managing tasks and projects in general business functions like marketing and human resources (HR) management.

How We Evaluated Project Management Software for QuickBooks Integration

Our evaluation of project management software that integrates with QuickBooks considered the following factors:

  • Cost: The monthly subscription cost of the platform is one thing we considered given that users still have to pay for QuickBooks Online. Our considerations are reasonable features in plans and an annual billing option for additional savings.
  • Project management features: The program must have decent project management features that enable users to stay on top of tasks, monitor progress, and assess overall performance.
  • Quick and easy integration with QuickBooks: The ideal project management software should connect with QuickBooks without requiring the user to download a file, upload it on QuickBooks, and map it accordingly. The integration must also facilitate a seamless connection that should automatically sync data.
  • Synergy with QuickBooks: Integration with QuickBooks is not enough. The connection must provide more convenience to the users, such as two-way syncs and quick access to data.

Frequently Asked Questions (FAQs)

Yes, billing is separate, and you need to have a subscription before integrating with any project management software that integrates with QuickBooks.

Yes. However, we highly recommend that you integrate with QuickBooks or any accounting software of choice to automatically record invoices and access necessary accounting information within the project management platform.

Bottom Line

The best project management software that integrates with QuickBooks should provide more ways for your team to accomplish projects without compromising proper accounting of income and expenses. We hope this guide helped you find a project management solution that works well with QuickBooks.

About the Author

Eric Gerard Ruiz, CPA

Find Eric Gerard OnLinkedIn

Eric Gerard Ruiz, CPA

Eric Gerard Ruiz is an accounting and bookkeeping expert for Fit Small Business. He completed a Bachelor of Science degree in Accountancy at Silliman University in Dumaguete City, Philippines. Before joining FSB, Eric has worked as a freelance content writer with various digital marketing agencies in Australia, the United States, and the Philippines.