Bill what got built. Keep the books in QuickBooks.
PieceWrk turns reconciled production into an invoice and pushes it into QuickBooks as a draft. Payment, send, and drift status pull back automatically, so the Financials tab agrees with your books without anyone re-typing anything. Sending, collecting, and reconciliation stay exactly where they are today: QuickBooks.
How it works
Reconciled production becomes the invoice.
- 01
Production gets reconciled
Completed work (with assembly rollups already applied) becomes billing lines against the job’s own rate table, not typed in from a blank invoice.
- 02
The office previews it
Every line shows which QuickBooks item it will post against, or that it’s falling back to a default, before anything gets created.
- 03
It posts to QuickBooks as a draft
One shared invoice-number sequence, whether the invoice started in PieceWrk or was typed straight into the QuickBooks UI.
- 04
Status flows back on its own
A QuickBooks webhook plus a 15-minute poll keep the email, payment, and balance state current without anyone re-opening QuickBooks to check.
What syncs
Two sync patterns, six entity types.
Master records reconcile both ways, because either side is a reasonable place to make the edit. Invoices and bills don’t: PieceWrk owns their content, pushes it out, and only pulls payment and status back, so a change made directly in QuickBooks is never quietly overwritten by the next sync.
Reconciles both ways
Customers
Name, phone, and billing address. An edit on either side reaches the other; if both changed, the newer edit wins and the older one is logged.
Items & services
Your service catalog as QuickBooks Items, price included, so the thing you bill for is the same thing your books show.
Vendors
Vendor contact and billing details, reconciled the same way as customers.
Subcontractors
Synced as QuickBooks Vendors, tagged separately from suppliers so 1099 status stays correct on the QuickBooks side.
Pushes content out, pulls status back
Invoices
Content pushes from PieceWrk into QuickBooks (as a draft, on the same numbering sequence). Only payment, email, and balance status pull back, so a QuickBooks edit is never silently overwritten.
Bills
Same pattern as invoices: content pushes out opt-in, and payment status pulls back. PieceWrk never rewrites a bill you’ve since paid or edited in QuickBooks.
Staying honest
What stays in QuickBooks.
QuickBooks’ own accounting API, the one any integration has to build against, simply doesn’t expose some workflows to the outside. PieceWrk doesn’t reach for them, and neither can anything else that connects the same way.
Sending & collecting
The invoice goes out and the payment gets collected from inside QuickBooks itself, including its own hosted payment page. PieceWrk builds the content and mirrors the result.
Bank feed categorization & rules
Matching bank transactions to categories, and the rules that automate it, are a QuickBooks-only surface. Its own accounting API doesn’t expose that to any integration, this one included.
Reconciliation
Reconciling an account against a bank statement runs inside QuickBooks. There’s no API path for an outside system to drive it.
Payroll
QuickBooks Payroll sits on a separate product surface from the accounting API this sync runs on, so it’s out of reach the same way. PieceWrk runs its own piece-rate payroll instead, off the same production record.
Common questions
- Does PieceWrk replace QuickBooks?
- No. QuickBooks stays the accounting system: it books the entries, runs bank feeds and reconciliation, and handles payroll. PieceWrk builds the invoice from the work that actually got done and keeps QuickBooks in sync with it, nothing more.
- What actually syncs, and which direction?
- Customers, items and services, vendors, and subcontractors reconcile both ways, with the newer edit winning if both sides changed something. Invoices and bills push their content from PieceWrk into QuickBooks; only payment and send status pull back, so QuickBooks content edits are never quietly overwritten from the PieceWrk side.
- What happens if someone edits an invoice inside QuickBooks?
- PieceWrk compares the total and line count on every pull. A mismatch gets flagged as drifted on that invoice, and PieceWrk stops auto-pushing it until a person resolves which version is right, so it can’t silently overwrite the QuickBooks edit.
- How does the customer actually pay?
- Through QuickBooks’ own hosted payment page, surfaced as a pay-now link inside the PieceWrk customer portal. Sending the invoice and collecting the payment both happen in QuickBooks; PieceWrk mirrors the result back onto the job.
- Does this cover bank feeds, reconciliation, or payroll?
- No, and no QuickBooks integration built on the accounting API can: those workflows simply aren’t exposed on it. Bank feed categorization, bank rules, account reconciliation, and payroll all stay exactly where they are today.
Run one job’s billing through it.
Bring a job that’s already reconciled and connect your own QuickBooks. That’s the fastest way to see whether the invoice it builds matches what you’d have sent by hand.