Roofr QuickBooks Integration Guide [2026 Updated]

Connecting your Roofr account to QuickBooks can save your business countless hours of manual data entry and prevent costly accounting mistakes. Instead of juggling spreadsheets or duplicating information between your project management and accounting systems, this integration creates a direct pipeline for your financial data. This guide walks you through the entire setup process, from establishing the connection to configuring best practices for a smooth, automated workflow.

Why Integrate Roofr with QuickBooks?

For roofing and construction professionals, efficiency is profit. Time spent on administrative tasks is time not spent on landing the next job or managing a current project. Integrating Roofr with your accounting software provides immediate, tangible benefits that directly affect your bottom line.

• Eliminate Double Data Entry: When you create an estimate or an invoice in Roofr, the integration automatically generates a corresponding transaction in QuickBooks. This removes the need for a team member to manually re-enter customer details, line items, and prices, significantly reducing the chance of human error.
• Improve Financial Accuracy: Mismatched invoice numbers, incorrect totals, or forgotten expenses can lead to inaccurate financial reports. An automated sync ensures that the numbers in your project management system perfectly match the numbers in your books, giving you a trustworthy view of your financial health.
• Get Real-Time Project Profitability: By syncing customer invoices and job-related expenses, you can run job costing reports in QuickBooks with confidence. This helps you understand the profitability of each project in real-time, allowing you to make smarter decisions about pricing, materials, and labor.
• Accelerate Invoicing and Payments: As soon as a job is completed or a milestone is reached, you can generate an invoice in Roofr that instantly appears in QuickBooks. This speeds up the billing cycle, gets invoices to clients faster, and helps you improve your cash flow.

Understanding Your Integration Options

You have a couple of primary paths for connecting Roofr and QuickBooks. The best choice depends on the complexity of your workflow and your specific business needs.

The Native Integration (Recommended)

The most straightforward and reliable method is using Roofr's built-in native integration. Designed specifically to work with QuickBooks Online, this connector provides a direct link between the two platforms. It handles the most common and important workflows, such as syncing invoices, customers, and payments. For the majority of roofing businesses, the native integration is the ideal solution because it's supported by Roofr, easy to set up, and requires no ongoing maintenance or third-party subscriptions.

Third-Party Connectors like Zapier

For businesses with highly customized workflows, a third-party automation tool like Zapier or Make can offer more flexibility. These platforms act as a bridge between thousands of different apps, including Roofr and QuickBooks.

You might consider this route if you need to:

• Create complex, multi-step automations. For example: When a Roofr invoice is paid, create a task in your project management tool, send a text message to the site manager, and update a row in Google Sheets.
• Sync data fields that the native integration doesn't support.
• Connect Roofr to other software in your tech stack simultaneously.

While powerful, these tools introduce another layer of complexity and often require a paid subscription. For this guide, we will focus on the native integration, as it covers the needs of most businesses effectively.

A Step-by-Step Guide to Setting Up the Native Integration

Getting your two systems talking to each other is a simple process. Before you begin, gather the necessary credentials and information to make the setup as quick as possible.

Prerequisites: What You Need Before You Start

• An active Roofr account: You'll need login credentials for your Roofr profile.
• A QuickBooks Online account: The integration works with QuickBooks Online, preferably the Plus or Advanced versions, which are better suited for job costing and inventory tracking.
• Admin access: You must have administrative permissions in both Roofr and QuickBooks to authorize the connection and configure settings.

Step-by-Step Connection Process

Once you have your credentials ready, follow these steps to establish the connection.

1. Log in to Your Roofr Account: Navigate to your Roofr dashboard.
2. Find the Integration Settings: Look for a section in your settings menu labeled "Integrations," "Apps," or "App Marketplace." This is where you'll find the list of available third-party services.
3. Select QuickBooks: In the list of available apps, find the QuickBooks Online logo and click on it.
4. Initiate the Connection: Click the "Connect" or "Activate" button. This will redirect you to a QuickBooks sign-in page.
5. Authorize the Connection: Enter your QuickBooks Online username and password. You will be prompted to grant Roofr permission to access your company data. This allows Roofr to create and read customers, invoices, and other information necessary for the sync to function. Review the permissions and click "Authorize" or "Connect."

After a moment, you should be redirected back to Roofr with a confirmation message indicating that the connection was successful. Now you are ready to configure how data will flow between the two systems.

Configuring Your Sync Settings

Establishing the connection is just the first step. The real value comes from telling the system exactly how you want your data organized. This involves mapping accounts and items to ensure financial information from Roofr lands in the right place within your QuickBooks Chart of Accounts.

• Data Field Mapping: During setup, you'll be asked to map fields from Roofr to their equivalents in QuickBooks. For example, you will map your roster of Roofr products and services (like "Asphalt Shingle Installation" or "Gutter Repair") to the corresponding items in your QuickBooks Products and Services list.
• Default Account Mapping: You will need to select default accounts for different types of transactions. For instance, you might map all revenue from Roofr invoices to a specific "Sales - Roofing Services" income account in QuickBooks. Similarly, you can direct expenses to a Cost of Goods Sold (COGS) account for accurate job costing.
• Set Sync Frequency and Triggers: Determine when you want the data to sync. Some integrations offer real-time syncing, while others might run on a daily schedule or require a manual push. Choose the option that best fits your business workflow. For most, an automatic sync that triggers when an invoice is created in Roofr is ideal.

What Data Syncs Between Roofr and QuickBooks?

The native integration is built to handle the most important financial data points for a roofing business. Here is a breakdown of what you can expect to sync automatically:

• Customers: When you add a new customer in Roofr and create your first transaction for them, their contact information (name, address, email, phone number) will be used to create a new customer profile in QuickBooks. Updates to existing customer profiles will also sync.
• Estimates and Invoices: Finalized estimates and an issued invoice in Roofr can be pushed to QuickBooks, where a corresponding invoice or sales receipt is created automatically. This includes all line items, descriptions, quantities, and rates.
• Payments: When you record a payment against an invoice in Roofr, that payment information will sync to QuickBooks, marking the corresponding invoice as partially or fully paid. This keeps your accounts receivable aging accurate without any extra work.
• Products and Services: The materials and labor items you add to estimates in Roofr will sync to your Products and Services list in QuickBooks, connecting your sales to your income accounts properly.

Common Issues and Troubleshooting Tips

Even with a well-designed integration, you may occasionally run into a snag. Here are solutions to a few common problems.

• Sync Errors: If a sync fails, the cause is often a disconnected account. The first step is to visit your integration settings and re-authenticate the connection to QuickBooks. If that doesn't work, check to see if an item on an invoice in Roofr is missing a proper mapping to a QuickBooks account.
• Duplicate Entries: Duplicates can occur if data was manually entered in both systems before the integration was activated. To prevent this, check if the integration has logic to recognize and match existing customers by name or email. It’s a good practice to designate one system (preferably Roofr for new job intake) as the source of truth for creating new customer profiles.
• Incorrect Financial Data: If invoices are syncing but the money is being coded to the wrong income account, your account mapping is likely the issue. Return to the integration's configuration settings and carefully review which Roofr items are mapped to which QuickBooks accounts. Correct the mapping and initiate a new sync for any affected transactions.

Best Practices for a Smooth Workflow

To get the most out of your Roofr and QuickBooks integration, treat it as a core part of your financial operations. Follow these best practices to ensure long-term stability and accuracy.

• Regularly Review Sync Logs: Most integrations provide a log of all sync activity. Once a week, take a few minutes to review this log for any errors or failed transactions. Catching a problem early is much easier than fixing it weeks later.
• Establish a Clear Process: Make sure your entire team understands the workflow. For example, decide whether customer information should always be created in Roofr first to ensure it syncs correctly to QuickBooks. A consistent process prevents confusion and errors.
• Perform a Quarterly Health Check: About once a quarter, review your account and item mappings. As your business grows, you might add new services or want to categorize your income differently. Updating these settings ensures your bookkeeping stays organized.
• Keep Your Backups Current: While integrations are reliable, it's always wise to perform regular backups of your QuickBooks Online data. This provides a safety net in case you ever need to restore your financial records.

Final Thoughts

Integrating Roofr and QuickBooks automates your financials, eliminates duplicate work, and provides a clear, real-time view of your company’s performance. By following the steps above to connect and configure your two systems, you can create a reliable workflow that saves both time and money.

As you manage project financials and navigate the tax implications of job costing and revenue, complex questions inevitably arise. Instead of searching through endless regulations for answers about topics like state-specific sales tax or the correct way to categorize expenses, tax pros can use Feather AI to get instant, citation-backed guidance. It is an invaluable tool for ensuring your accounting and tax practices remain accurate and compliant.