Looking for Project Management Tools That Integrate With QuickBooks? Here are 7 to Check Out

QuickBooks is the most popular small business accounting software in the United States. It has all-in-one functionality to accept payments, pay bills, and handle payroll.

85% of businesses using accounting software use QuickBooks. With that in mind, it’s probably fair to say you’re already using it. So, if you’re looking for project management software, it makes sense to choose a solution that integrates with QuickBooks.

Fortunately, plenty of options on the market accomplish this seamlessly. In this article, we’ll cover what a QuickBooks integration does, then we’ll offer our list of seven great project management tools that integrate with QuickBooks.

The 7 best project management software that integrate with QuickBooks

A QuickBooks integration automates data entry from your project management software into your accounting software. As a business, this is helpful if you use project management software to create budgets, invoice clients, and handle other financial data. 

If your business uses project management software to track time and billable hours, a QuickBooks integration also provides greater accuracy, since you won’t need to manually re-enter data from one platform into the other. Of course, this is great because it saves time and eliminates a lot of tedious work. But more importantly for your business, it keeps time expenditure from slipping through the cracks, hurting your profits.

Now, let’s talk about the tools.

1. Rodeo Drive

Rodeo Drive is an intuitive project management software that features planning, budgeting, time-tracking, and reporting capabilities in one place. It’s a solution designed around the work and needs of creative agencies and businesses.

The main idea of Rodeo Drive is wedding productivity with project finances. Everything on the platform, from activity planning to generating estimates is connected to your project budget, which updates in real time.

And with Rodeo Drive’s emphasis on the financial parts of project management, its integration with QuickBooks makes it easy for project managers and accountants to establish a unified workflow. 

Send invoices — either from Rodeo Drive or QuickBooks – and pre-set automated billing along phases of your project timeline.

Let’s take a look at some of the other financial features Rodeo Drive has to offer:

Phased budgeting to account for all project activities and costs

Rodeo Drive takes a phased approach to budgeting, meaning you can add the expenses you expect to incur at each stage of your project at the very beginning of your planning for a better understanding of what everything will cost. 

Plus, it’s easy to account for the cost of your team’s time with Rodeo Drive’s rate cards. Every team member can have a different hourly rate, which will be reflected in your budget. You can also add markups within your project budget, allowing you to plan for profitability from the outset.

^{Reuse previous budget frameworks in Rodeo Drive}

^{Manage budgets and project items by phase}

Project budgets are also connected to time-tracking. As your team records their hours worked, the budget will update in real time, giving you accurate comparisons between your projected budget and actual spending.

^{Tracked time is reflected in your budget}

Easily manage expenses, purchase orders, and invoices

Working with external vendors adds an extra layer to projects. But sometimes, it’s an unavoidable part of getting a project done.

Rodeo Drive offers a centralized place to store your purchase orders and other relevant financial documentation for your projects. 

Plus, the platform’s QuickBooks integration eliminates the time-consuming back-and-forth between project managers and the accounting department. This way, everyone will always be up to speed on the financial status of your projects. 

Rodeo Drive also helps centralize your supplier contact information and track outstanding invoices so you’ll always know when you need to follow up with your client.

^{See outstanding invoices from one view}

A timeline-view planner to manage your team’s capacity 

Managing resource allocation is a huge part of accomplishing projects on time and budget. Rodeo Drive provides a clear timeline overview where you can see all ongoing projects at once or filter into an individual project view. 

From the planner, project managers can assign people to project activities and plan hours based on budgeted time, giving team members or freelancers an easy understanding of where to focus. The actual amount of time team members spend can then be assessed in easy-to-read reports.

^{Plan project activities in Rodeo Drive}

^{Rodeo Drive's Time report provides insights on logged hours}

Rodeo Drive’s additional features

• Managing communication with suppliers
• Productivity reporting 
• Quoting based on planned budget or actuals

Rodeo Drive’s weaknesses

• No task management overviews like Kanban or Gantt charts
• Rodeo Drive doesn’t currently offer a mobile app, although it’s on our roadmap for future development 

Rodeo Drive’s pricing

Rodeo offers flexible pricing with two plans, the free plan and the achiever plan.  Here’s what each includes:

• Free plan: 3 active projects, project budgets, QuickBooks integration
• Achiever plan ($14.99 per user/month): Unlimited projects, in-depth reporting, free guest users, and live chat support

And unlike with most free plans, Rodeo Drive’s offers QuickBooks integration. Try Rodeo Drive for free today and as a bonus, get access to the Achiever plan for your first 30 days.

2. Scoro

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Scoro is an all-in-one business management solution particularly designed for consultants, ad agencies, creative agencies, and IT companies. Along with features to support sales teams, it includes a full set of project management features including planning, scheduling, and reporting.

Scoro supports two-way synchronization with QuickBooks. Data transfers can be set as manual or automatic. Scoro also has a long list of items it can sync from projects to accounts, suppliers, customers, products, credit notes, invoices, and receipts.

Also Read: 18 Best Scoro Alternatives to Consider

Scoro’s popular features 

• Task management including project hub, calendars, kanban for agile work management, and Gantt charts
• Features for quotes, invoices, and tracking receipts 
• Resource management features 
• Customizable dashboards

Scoro’s weaknesses

• Limited integration with email and limited ability to manage contacts
• Features like task management and Gantt charts are unavailable on lower pricing plans
• Pro plan required for QuickBooks integration

Scoro’s pricing

• Essential plan: $28 per user/month
• Standard plan: $42 per user/month
• Pro plan: $71 per user/month
• Ultimate plan: Contact for pricing 
• All plans require a minimum of 5 users. Onboarding assistance is an additional cost. 

3. Avaza

^{Source: Avaza}

Avaza is a work management tool with modules for resource management, time and expense tracking, invoicing, and messaging. The platform has a strong emphasis on collaboration, with features that allow team members to convert emails into tasks and views overseeing group tasks.

Avaza offers an advanced two-way sync with QuickBooks online that connects customer data, invoices, payroll processing, and payments between the platforms. There’s also a more basic integration available via Zapier for simpler workflows. 

Avaza’s popular features 

• Comprehensive expense management tools with features like receipt capturing and multi-level approval workflows
• Support for custom branding on invoices 
• Billing revenue insights 
• Live-time tracking that can sync to mobile devices 
• Can two-way sync with QuickBooks directly or integrate through Zapier

Avaza’s weaknesses

• Some users find the interface overcomplicated which can make it hard to get use out of all the features
• The choice of platforms available for integration is limited, which may restrict functionality for some businesses

Avaza’s pricing

• Free plan
• Startup plan: $11.95 per month 
• Basic plan: $23.95 per month 
• Business plan: $47.95 per month 

4. Monday

^{Source: Monday}

Monday is a versatile project management platform that can be adapted to nearly any context. It’s known for robust customization options and automation tools. 

The integration with QuickBooks allows users to manage invoices and customer information within Monday’s workspace.

Also Read: Top 25 Monday Alternatives to Try in 2024

Monday’s popular features 

• Strong reporting capabilities to analyze team performance and project progress
• Integrates with a wide range of apps including Slack, Dropbox, and Google Drive
• Accessible on mobile devices
• Includes a variety of pre-made templates

Monday’s weaknesses

• Steep learning curve for advanced features 
• Some features like time tracking, automation, and work views are locked behind more expensive plans

Monday’s pricing

• Individual plan: Free 
• Basic plan: $10 per user/month
• Standard plan: $12 per user/month
• Pro plan: $20 per user/month
• Enterprise plan: upon request
• Note: All paid plans require a minimum of 3 users. 

5. Streamtime

^{Source: Streamtime}

Streamtime is a tool catered to the needs of creative companies. It supports phased-based project planning, quoting, invoicing, and time-tracking. Streamtime’s QuickBooks integration lets you send invoices into QuickBooks and see them in either platform for easy organization.

A unique feature of the integration is that it allows you to pull account numbers for project items from QuickBooks, facilitating a cleaner financial management process. 

Also Read: 14 Best Streamtime Alternatives to Consider in 2024 [Free & Paid]

Streamtime’s popular features 

• Job planning and scheduling by project phase
• Kanban board with filters based on priority
• Quotes and invoicing possible directly from planned jobs
• Has an app for iOS 

Streamtime’s weaknesses

• The user interface is less developed than other competitive solutions
• Customer support hours are limited

Streamtime’s pricing

• Contact for pricing 

6. Function Point

^{Source: Function Point}

Function Point specializes in helping agencies manage all their workflows. It brings client management, project management, resource management, and business intelligence under one roof. 

Its integration with QuickBooks enables invoices and expenses to be managed from either platform, eliminating the need for double entries.

Function Point’s popular features 

• Deep reporting features and analytics
• Thorough onboarding support 
• Full suite of financial tools from revenue tracking, sales pipelines, cost estimates, and billing
• CRM built into the platform

Function Point’s weaknesses

• Users have reported issues with handling retainer contracts effectively 
• Some users find the navigation unintuitive 

Function Point’s pricing

• Boutique plan: $55 per user/month for 5-9 users
• Studio plan: $52 per user/month for 10-29 users 
• Large studio plan: $50 per user/month for 30-49 users
• Agency plan: $45 per user/month for 50+ users

7. BigTime

^{Source: Big Time}

BigTime is a resource and time management platform geared toward professional services. The tool is marketed toward consulting, engineering, architectural, and accounting firms. It tracks billable hours, measures resource utilization, and offers financial reporting.

BigTime integrates with both QuickBooks Online and QuickBooks Desktop, which is unique considering many larger competitors don’t offer this. The integration supports accounting for tracked time, and invoicing can be managed from either system, offering flexibility and control.

Related: 18 Time Tracking Software for Project Management Mastery

BigTime’s popular features 

• Native time-tracking on iOS and Android
• Compatible with Salesforce, Zapier, and Lacerte 
• Timesheets are customizable 

BigTime’s weaknesses

• Although BigTime offers comprehensive reporting capabilities, customizing reports can be challenging for some users
• Limitations in the invoice approval screen, such as not being able to filter invoices by the project manager who sent them

BigTime’s pricing

• Essentials plan: $20 per user/month
• Advanced plan: $35 per user/month
• Premier plan: $45 per user/month
• Projector plan: Starts at $60 per user/month
• Note: All plans are billed annually. 

Takeaway

As you’ve seen, plenty of project management solutions integrate with QuickBooks. Since there are many options, you’ll want to look beyond the integration before taking the leap. Choose based on which functionality matches the nature of your projects and what will make life easier for your team.

Do you work with freelancers? If so, it makes sense to look into a solution with unlimited guest users and ease of use. Does your team work on multifaceted tasks that require a lot of coordination? Then, look into a solution with deeper task management like Scoro. Or, if you need something flexible enough for custom use cases, then Monday might be your best bet. 

Any tool will have its areas of strength and its own particular set of shortcomings. But chances are, there’s a solution out there that has strengths aligned with what your team needs most. Many of the options on this list have free trials, so it might be worth starting there or looking into review sites like G2 and Capterra.

But, if you’re looking for a project management solution that’s focused on finances first, then Rodeo Drive might be the choice for you. With built-in budgets and time-tracking for billable hours, it’s a natural partner to QuickBooks. 

You can use it for free today, no credit card needed.