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There's one moment I’ll never forget: a friend of mine - finance manager at a mid-sized marketing agency - messaged me, clearly at her wit’s end.
“We got a new client—yay! Now I'm manually entering invoices into Quickbooks. This my life now?”
She’s not alone. I hear this complaint all the time. When your project management tool doesn’t sync with QuickBooks, you’re stuck manually copying data, wrangling spreadsheets, and double-checking numbers. It’s tedious, error-prone, and wastes valuable time.
To help her (and you), I tested 10 of the top QuickBooks project management tools that offer seamless integration. My goal? To find out which ones actually streamline workflows—not just on paper, but in real-world use.
Here’s what I found.
10 Project management tools that integrate with QuickBooks
1. Teamwork.com
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As someone who's worked with a variety of project management tools, I can confidently say that Teamwork.com stands out, especially when it comes to its seamless integrations—including an integration with QuickBooks. This integration has truly transformed the way I manage projects and track finances.
Plus, Teamwork.com’s built-in project dashboards and reporting tools provide a real-time view of project progress and budgets, making it easier to monitor profitability and stay organized without switching between platforms.
Best features
Advanced QuickBooks integration: Streamlines the connection between your project tasks and finances. QuickBooks online automatically syncs project costs, time entries, and expenses with QuickBooks, saving you from manual entry and keeping your financial records up to date. With Teamwork.com, you can easily create and send invoices from tracked hours and expenses, reducing errors and saving time.
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Real-time time entry syncing: One of the top features of Teamwork.com’s QuickBooks integration is the ability to sync time entries in real time. When your team logs billable hours, these are instantly reflected in QuickBooks, ensuring that billing and financial reports are up to date. This makes sure all time and costs are tracked, making invoicing faster and more accurate.
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Customizable invoicing: With Teamwork.com’s QuickBooks integration, invoicing becomes more flexible and hassle-free. You can decide what to include in your invoices, like billable hours, project expenses, or specific items, making them as detailed or simple as you need. If a client wants a full breakdown of charges, you can easily add all the details, avoiding back-and-forth emails about missing information.
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Comprehensive financial reporting: You can see project profits, revenue, and costs all in one place. Teamwork.com’s real-time syncing keeps everything up to date, so you always have an accurate view of your project budget and overall project health. From quick summaries to detailed reports, this QuickBooks integration makes it easy to stay on top of your finances.
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Simplified expense tracking: You can log expenses for materials or services in Teamwork.com’s Project Budget Expenses. This helps you keep accounts accurate and makes it easier to stay within budget. Plus, everything syncs with QuickBooks for easy financial management.
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Reporting: Teamwork.com’s profitability reporting allows you to track financial performance by project or team member and compare it to the client’s budget. Customizable reports make it easy to focus on the key financial metrics that matter most.
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Customizable dashboards: Teamwork.com’s dashboards provide a centralized view of projects, budgets, and invoices, allowing users to customize their layout with key metrics tailored to their needs. This helps you stay organized, monitor progress, and make data-driven decisions.
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Limitations
The advanced QuickBooks integration is only available on the Grow plan and higher.
Pricing
Free
Deliver: $10.99/user/month
Grow: $19.99/user/month
Scale: $54.99/user/month
Enterprise: Custom pricing (contact for a demo)
Ratings and reviews
Capterra rating: 4.5/5
A Capterra user, Grace, shared:“Teamwork's project management capabilities are super easy to use, even a first time user can quickly figure out how to start using it. The UI is thoughtfully laid out and easy to setup. I love that I can integrate directly into our Google cloud features so we can easily link and update documents and sheets. Being able to track project and task schedules on my calendar is super helpful.”
Read real user reviews of Teamwork.com here.
2. Trello
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What I love most about Trello is its simplicity and visual appeal. Whether you’re organizing tasks for a team or managing a personal project, Trello’s boards, lists, and cards make everything feel intuitive and easy to follow. With the QuickBooks integration, Trello goes a step further by simplifying financial management.
Best features
Power-Up lets you sync financial data directly with your Trello boards, making expense tracking and invoicing simple.
Trello’s card and board system makes it easy to organize tasks and financial information in a clear and visually appealing way.
The QuickBooks integration lets you add and track expenses right in your Trello cards, so everything stays in one place.
Limitations
The QuickBooks Power-Up is only for paid plans.
The integration is great for syncing basic financial data, but it doesn't offer the advanced financial features that tools like Scoro or Teamwork.com have.
Pricing
Free
Standard: $5/user/per month
Premium: $10/user/per month
Enterprise: $17.50/user/per month
Ratings and reviews
Capterra rating: 4.5/5
A Capterra user, Elise, shared: “Overall, a great project management tool to manage projects efficiently for individual contributors as well as team collaborations. Best thing, it provides the visibility and authoritative freedom to work on projects and move them to in-progress or completion status in real time providing super quick and efficient timeline to other parties involved.”
3. Wrike
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When I first started using Wrike, I was impressed by how it blends project management with financial tracking. Whether it's syncing expenses or invoicing clients, Wrike offers a smooth way to manage both project tasks and finances in one platform.
Best features
Track billable hours on Wrike tasks and sync them directly to QuickBooks.
Use project-related data from Wrike to create customized invoices in QuickBooks.
Pick automatic or manual syncing for financial data between Wrike and QuickBooks, so you can control how often your data updates.
Limitations
The QuickBooks integration requires some manual steps, so it's not fully automatic.
Wrike doesn’t automatically create recurring invoices, which can be inconvenient for regular billing.
Some users find Wrike's add-ons to be costly and not worth the investment.
Pricing
Free
Team: $10/user/per month
Business: $25/user/per month
Enterprise: Contact sales
Pinnacle: Contact sales
Ratings and reviews
Capterra rating: 4.3/5
A Capterra user, Kevin, shared: “Wrike has enabled us to create a central source of truth and build greater transparency of our project portfolio. The automation has eliminated manual activities and the ability to integrate with other platforms drive efficiency.”
4. ClickUp
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When I first tried ClickUp with QuickBooks, I was excited about the idea of managing both my projects and finances in one place. But as I got into it, I ran into a few issues. For example, invoice customization is fairly basic, and if you're using the free plan, you won’t have access to this feature at all. Even with these issues, ClickUp makes it easy to sync data automatically, but there’s still room for improvement.
Best features
Allows you to create customized workflows that help streamline tasks, approvals, and financial tracking.
Sends automatic reminders for deadlines, approvals, and tasks, so important financial tasks are never forgotten.
Easy-to-use reporting tools and customizable dashboards to track project costs, expenses, and financial health.
Limitations
The QuickBooks Online Sync is only available on the Business Plus and Enterprise Plans.
You can only sync with one company on your QuickBooks account at a time.
Pricing
Free
Unlimited: $7/user/per month
Business: $12/user/per month
Enterprise: Contact sales
Ratings and reviews
Capterra rating: 4.6/5
A Capterra user, Megan, shared: “I absolutely love Clickup. I can host all my spreadsheets for reports in ClickUp and do most of my work in ClickUp without jumping between so many different programs. I even created training manuals in ClickUp to train my team and for them to answer questions on their own.”
5. Smartsheet
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Smartsheet is an adaptable project management tool. It offers a variety of features that make it easy to track budgets, expenses, and project timelines. I could easily create reports that fit my project’s financial needs. Smartsheet is flexible, but it doesn’t provide the same level of financial features as other tools, especially in areas like advanced invoicing and automatic billing. For companies that depend on these, it could be a limitation.
Best features
Collaborate with your team in real time, keeping everyone on the same page for both project progress and financial tasks.
Set up dashboards that display key financial and project data for quick decision-making.
Combines task management and financial tracking, providing a comprehensive view of project progress and budget status.
Limitations
The QuickBooks integration is only available with the Resource Management plan.
If you want to use data from resource management in QuickBooks, you must first create a report and then export it.
Pricing
Pro: $9/user/per month
Business: $19/user/per month
Enterprise: Custom pricing
Advanced Work Management: Custom pricing
Ratings and reviews
Capterra rating: 4.5/5
A Capterra user, Teresa, shared: “Smartsheet is great for client implementations. We were able to configure worksheets to meet specific implementation processes. We were also able to provide the client with the ability to update some or all of the worksheets within Smartsheet as well as create a document store for the client so we could keep track of official versions of documents.”
6. Zoho Projects
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When I started using Zoho Projects, I was immediately impressed by its clean interface. As a project management tool, it’s intuitive and easy to use, but it also offers solid financial features. The integration makes it easier to track expenses, send invoices, and manage project budgets, all in one place.
Best features
Store and share important documents to keep financial and project information organized and easy to access.
Time tracking lets team members log hours worked, helping to calculate billable hours and project costs, which sync with QuickBooks.
Set budgets for projects and monitor expenses in real time to keep finances on track.
Limitations
Zoho Projects lacks detailed resource management, which may limit businesses needing to track both team and budget allocation.
QuickBooks integration is only available with Zoho’s paid plans.
Some users have reported issues with customer support.
Pricing
Free
Premium: $4/user/per month
Enterprise: $9/user/per month
Projects plus: Contact sales
Ratings and reviews
Capterra rating: 4.5/5
A Capterra user, Jackson, shared: “Zoho Projects' abundance of tools and ease of use make it easy to plan, follow, and finish projects. The platform also supports task management, time tracking, and collaborative features. I can access all of our research files in one location with integrated document management. Project directors can monitor progress and make decisions in real time using project data, which is also very beneficial for project reporting and analytics.”
7. Karbon
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Karbon is a work management tool made for accounting and finance teams, helping you work together and manage tasks easily. After trying it, I found that it does a good job of syncing financial data, organizing projects, and improving team collaboration. But it has some limitations, especially when it comes to customizing invoices and pricing.
Best features
Tasks can be linked to client accounts, making it easy to track both financial and project progress together.
Create and send invoices in Karbon, and they will sync automatically with QuickBooks.
Collect payments in Karbon and sync them instantly to QuickBooks, or record payments in QuickBooks and sync them to Karbon automatically.
Limitations
Karbon's pricing can be high, especially for small teams or businesses with basic needs.
Karbon has limited invoice customization options, which could be restrictive for teams needing more flexibility.
Pricing
Team: $49/seat/per month
Business: $59/seat/per month
Enterprise: Custom pricing
Ratings and reviews
Capterra rating: 4.7/5
A Capterra user, Andrew, shared: “Our overall experience with Karbon is sensational. The software works well, and the support we get is great. The training available solidifies our understanding of the software and ensures we maximize the benefits of using Karbon.”
8. Streamtime
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Streamtime is a project management tool that helps teams stay organized. It’s easy to use and connects well with QuickBooks to sync financial information like expenses and invoices. After testing it out, I found it great for managing tasks and time, but it doesn’t offer as many advanced financial features as some other tools. Streamtime is great for simple projects and financial management, but may not suit large finance teams.
Best features
Time tracking features let you easily log billable hours and link them directly to projects for accurate billing.
Customizable invoice templates allow you to create professional invoices quickly.
Easily produce custom quotes that match your project scope and pricing.
Limitations
Streamtime has basic invoicing features, but it doesn’t offer as many customization options as other tools.
The financial reporting lacks advanced features needed for a deep analysis of project expenses and profits, which large teams may require.
Pricing
Contact sales
Ratings and reviews
Capterra rating: 4.5/5
A Capterra user, Carla, shared: “Studio resourcing and availability (or lack of it) is much more visible to us than ever before. Invoicing is very quick, as are estimates and job plans. It works in a way which makes sense and doesn't require hours of training to grasp - love it!”
9. LiquidPlanner
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When I tested LiquidPlanner, I was impressed by how it helps teams manage complex projects while keeping an eye on budgets and resources. The platform has a lot of features to track time, budget, and resources efficiently. But there are a few limitations, especially when it comes to invoicing and setup.
Best features
Track project budgets in real time and forecast future costs, helping teams avoid financial surprises and stay on budget.
Import timesheet data into QuickBooks using IIF files, streamlining the syncing of time and billing data.
Generate detailed reports that show a breakdown of costs, revenue, and resources.
Limitations
Invoicing features are basic compared to other tools made for financial management.
Some users find setting up the LiquidPlanner and QuickBooks integration time-consuming and tricky.
Pricing
Essentials: $15/per month
Professional: $28/per month
Ultimate: $42/per month
H3: Ratings and reviews
Capterra rating: 4.3/5
A Capterra user, Matthew, shared: “We consolidated a variety of tools (spreadsheets, Microsoft Project, email) into a single project management system used by the entire company. This streamlined our training and minimized our project management overhead. LiquidPlanner did a great job at what it claimed to do - project management.”
10. Scoro
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Now I’ve had the chance to test Scoro, I can confidently say it’s an impressive all-in-one project management tool that works seamlessly with QuickBooks. The integration between the two helps streamline project and financial management, which makes it easier to stay on top of everything. Whether you're tracking tasks, managing budgets, or generating invoices, Scoro brings everything together in one place.
Best features
It automatically syncs invoices, expenses, and payments and keeps your accounts up-to-date.
Create detailed and personalized financial reports and invoices that can be easily adjusted to meet your business needs.
You can customize the QuickBooks integration to match your workflow, choosing between automatic or manual syncing.
It simplifies quoting and invoicing with customizable pre-set templates, helping you generate professional documents quickly.
Limitations
Scoro lets you customize reports, but it doesn’t offer as many options for financial reporting as some other tools.
Customization options for reports and dashboards are more limited than other tools.
Pricing
Essential: $26/per user/per month
Standard: $37/per user/per month
Pro: $63/per user/per month
Ultimate: Contact sales
Ratings and reviews
Capterra rating: 4.6/5
A Capterra user, Denise, shared: “There is complete granularity down to the client, user, and task levels. On top of that, you can see the broad picture of everyone's schedule. In addition, you'll have complete control over all facets of your content management system. There is a plethora of additional benefits, including improved task management, involvement, time management, communication, and integration.”
Simplify financial tracking with Teamwork.com
Teamwork.com makes tracking your finances simple and stress-free. With its QuickBooks integration, you can log expenses, track billable hours, and create invoices all in one place. No more manual data entry or switching between tools! Plus, real-time syncing keeps everything accurate, so you always know where your budget stands.
Want to see how profitable your projects really are? Teamwork.com’s customizable reports give you a clear view of costs, revenue, and budget performance. If you're looking for an easy way to manage finances while keeping projects on track, Teamwork.com is the solution.
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