Free Subledger-to-GL Tie-Out Calculator
Field Software to QuickBooks Sync Drift Calculator
A green “Connected” badge in ServiceTitan, BuildOps, ServiceTrade, Jobber, Miter, Shopify, or Toast POS only means API messages moved. It does not mean your General Ledger agrees with your operational subledger. Select your stack below to model monthly un-tied variance and download the 12-Gate Close Checklist.
How much billing, clearing, or payroll drift is sitting between your field software and QuickBooks?
A green sync status only confirms that an API call ran. It does not confirm that exported invoices, merchant processor deposits, retainage, or job-coded labor actually tie to your General Ledger.
1. Modeled monthly unverified drift scenario
$11,200/mo
Illustrative planning scenario ($350,000 x 3.2% base assumption x 1x cadence factor), not a confirmed loss.
2. Cumulative 12-month reconciliation exposure
$134,400/yr
Annualized volume of timing, clearing, and job-tag exceptions to reconcile before tax filing or bank review.
3. Modeled close sign-off timeline
11 to 16 business days
Planning estimate to tie operational exports to General Ledger control accounts.
3 mandatory record checks for ServiceTitan + QuickBooks Online / Intacct:
Close Gate 01
Batch export cutoff vs processor settlement: verify exported invoice batches and payment batches share the same posting window so Account 1160 Undeposited Funds clears within 3 business days.
Close Gate 02
GreenSky / Synchrony financing merchant buy-down fees: separate 8% to 12% dealer discount fees into contra-revenue or financing expense so gross AR never stays open after net funding.
Close Gate 03
Deferred membership liability (Account 2420): reconcile recurring membership billings and recognition schedules against completed visits or contractual service periods.
Free Reconciliation Checklists (CSV for Excel & Sheets)
Run the 12-gate field-to-QuickBooks close checklist or record exceptions in the mismatch worksheet.
Direct 15-Minute Phone Call + Optional $300 Flat-Fee QuickBooks Fix Sprint (100% Credited)
Want us to trace 1 closed month across your operational software and QuickBooks?
Start with a free 15-minute phone call with our CPA, IRS Enrolled Agent, and CFO team. If you want us to run our 18-check Day-1 Outlier Scan, configure Accounts 1150/1160/1170, and fix a broken QBO/subledger rule or reconcile 1 benchmark month within 48 hours, you can kick off our $300 Flat-Fee QuickBooks Fix Sprint (100% credited if you continue with monthly service or catch-up).
15-min phone call · $300 Sprint is 100% credited
Platform-by-Platform Audit Matrix
What we verify first across major operational & payroll connectors
| Operational Platform | Primary Sync Fault Pattern | Deterministic Control Gate |
|---|---|---|
| ServiceTitan → QBO / Intacct | Post-batch invoice edits and membership deferred-revenue releases left in Unexported / Bypassed state. | Reconcile ServiceTitan Open AR Aging to QBO Account 1200 Trade AR, and reconcile the ServiceTitan Deferred Membership Rollforward separately to Account 2420. |
| BuildOps → QBO / Sage Intacct | AIA progress draws, 10% retainage holdbacks (Account 1210), and committed PO receipts diverging from GL job cost. | Two-gate WIP tie-out: Cumulative Progress Billings tie to Trade AR + Cash Receipts + Retainage (1210), while Earned Revenue = Cumulative Billings +/- Net WIP (1350/2450), and Installed Job Cost (5100-5400) excludes uninstalled staged gear held in Account 1360. |
| ServiceTrade → QBO / Intacct | Annual NFPA fire/life-safety inspection contracts booked to current revenue; un-synced deficiency quotes. | Reconcile ServiceTrade Open Receivables to QBO Account 1200 Trade AR and tie the Unearned Inspection Contract Rollforward separately to Account 2410. |
| Jobber / Housecall Pro / Workiz → QBO | Stripe/Jobber Payments net bank payouts added as new 4000 income while gross invoices sit open in 1200 or payments sit in 1160. | Route all payouts through Account 1170 Processor Clearing; require zero items >5 business days in Account 1160. |
| Miter / Gusto Payroll → QBO / Intacct | Payroll ACH debit added from bank feed on top of synced payroll JE; unbilled drive time missing from job cost. | Match bank ACH to Account 2310 Accrued Payroll; bridge gross paid hours to 5100, 5150, and 6150. |
| Shopify / Toast POS → QBO / Finaloop | Net gateway payouts booked to sales; gift cards, tips payable, and 3PL/food-vendor AP cutoffs un-reconciled. | 15-row gateway clearing reconciliation (Account 1170) + ASC 330 landed inventory / prime-cost tie-out. |
Use the calculator's booking button above to schedule a 15-minute Two-System Audit or kick off our $300 Flat-Fee QuickBooks Fix Sprint.
Software sync & subledger reconciliation FAQ
Field platforms (ServiceTitan, BuildOps, ServiceTrade, Jobber, Housecall Pro, Simpro, Workiz) track operational invoice status by completion or batch export date, while QuickBooks tracks posted general-ledger entries and bank-feed deposits. Drift occurs when edited post-batch invoices fail to re-export, when bank deposits are added directly to 4000-series income instead of matched to ReceivePayment records in Account 1160, or when merchant processor fees (2.4% to 3.2%) cause gross invoice totals to fail matching net bank deposits.
ServiceTrade exports invoices only after they reach 'Sent' or 'Processed' status. The three most common failure modes are: (1) commercial deficiency and recurring NFPA inspection contracts billed in advance posting 100% to current-month revenue instead of Account 2410 Deferred Revenue, (2) Sales Tax Item codes in ServiceTrade failing to map to QBO's automated sales tax engine, and (3) parts and subcontractor bills entered in QuickBooks without matching the ServiceTrade Job Number dimension.
Gross payroll hours paid on the payroll register rarely equal job-logged hours in your field software because 25% to 39% of technician paid time goes to windshield drive time, supply-house runs, shop staging, and meetings. A proper payroll-to-GL bridge posts job-coded direct labor to Account 5100, employer taxes and workers' comp by class code to Account 5150, and unbilled indirect technician hours to Account 6150 so you can see true gross margin and utilization.
Every payment gateway (Shopify Payments, Stripe, PayPal, Toast, Square, DoorDash, UberEats) should have its own Balance Sheet clearing account (1170-series). Daily gross sales, tips, sales tax, and gift-card redemptions post into the clearing account from the POS or storefront subledger; net bank payouts reduce the clearing account; and processor/marketplace commissions post to expense. At month-end, the clearing account balance must equal only the T+2 settlement batches in transit over the final weekend.
Operating review
Questions before treating profit as cash
The margin, cash, and operating questions we check first when reviewing your numbers.
What completed work has not yet become an invoice?
Completion, billing and collection are separate events. A profitable job can still be waiting for a billing handoff.
Which invoices explain the next cash shortfall?
Total receivables can conceal a few large balances that matter more than many small invoices.
Does the cash forecast include the next payroll funding event?
A completed or approved payroll run does not establish the date and net amount that will leave the bank.
Simple pricing
Three tiers, one ladder.
$500+/mo
Bookkeeping
The clean data layer: monthly books, reconciliations, and organized financials AI can work with.
$1,500-$5,000/mo
Scale
The full AI operating layer: custom agents, weekly actions, and benchmarks to grow margin per hour.
Custom
Platform / Multi-Office
Multi-branch benchmarking and scorecards for PE-backed and multi-location groups.
Related hubs, calculators & integration playbooks
Put your field software and QuickBooks on one trusted record
Book a free 15-minute data-layer audit. We trace your invoice, payment, payroll, and job-cost handoffs and give you a concrete remediation plan.
No commitment. Real numbers, not generic advice.