Top QuickBooks Tools & Features for Contractors 2025

Streamline Construction Accounting with the Latest QuickBooks Features

Managing finances in the construction industry requires accuracy, efficiency, and tools that can handle the complexities of project-based accounting. In 2025, QuickBooks for Contractors has evolved into a comprehensive solution tailored to the unique needs of builders, remodelers, and specialty contractors. From job costing to progress invoicing, the latest tools and features in QuickBooks are designed to simplify workflows and boost profitability.

In this article, we’ll explore the top QuickBooks tools and features for contractors and builders in 2025 that make this software an indispensable asset for your construction business.

Why Contractors Need Specialized Accounting Tools

Construction accounting differs significantly from general business accounting. Contractors and builders need to:

• Track costs per job or project

• Manage subcontractors and payroll

• Handle change orders and retainage

• Forecast cash flow accurately

• Comply with industry regulations and tax codes

This is where QuickBooks for contractors stands out. Whether you're a solo builder or managing a multi-crew operation, QuickBooks provides purpose-built tools that help manage finances with precision.

1. Advanced Job Costing

QuickBooks for builders now includes enhanced job costing features that allow you to track every dollar spent on materials, labor, and overhead for each job.

Key Capabilities:

• Real-time project profitability tracking

• Break down costs by phase or task

• Compare estimated vs. actual costs

• Seamless integration with vendor bills and time tracking

With advanced job costing, contractors can identify cost overruns early and make data-driven decisions to stay within budget.

2. Project Profitability Dashboard

The Project Profitability Dashboard is a game-changer in QuickBooks Desktop and Online for Contractors 2025. It offers a bird’s-eye view of each project's financial health.

Highlights:

• Visual display of margins, costs, and revenue

• Track gross profit by job or client

• Drill-down functionality for detailed analysis

This feature is especially useful for contractors who manage multiple projects simultaneously and need instant insights into financial performance.

3. Progress Invoicing & Retainage Tracking

Cash flow management is critical in construction. The Progress Invoicing tool allows you to invoice clients incrementally based on project milestones or completion percentages.

Benefits:

• Bill customers in phases to match work progress

• Automatically apply retainage amounts

• Reduce disputes with detailed billing history

Additionally, retainage tracking ensures you correctly record withheld amounts until final project acceptance, improving financial transparency and cash flow forecasting.

4. Time Tracking and Payroll for Job Costing

Labor is one of the largest expenses in construction. With QuickBooks Time (formerly TSheets) integration, builders can:

• Track employee hours by job, task, or location

• Approve and sync time entries directly into payroll

• Allocate labor costs accurately to each job

Payroll features are tailored for contractors, supporting overtime, union rates, certified payroll reports, and job-specific payroll summaries.

5. Change Order Management

Unexpected scope changes are common in construction. QuickBooks for contractors includes an intuitive Change Order Management feature that allows you to:

• Create and document change orders within estimates

• Link them directly to the original project

• Keep clients informed and billing accurate

This helps contractors avoid disputes, maintain detailed documentation, and ensure that all work is compensated appropriately.

6. Vendor & Subcontractor Management

Contractors often work with multiple vendors and subcontractors. QuickBooks 2025 makes it easier than ever to:

• Track vendor bills and payments by project

• Generate 1099s for subcontractors

• Set up workflows for approvals and documentation

• Assign expenses to jobs automatically

These features help maintain compliance while also providing visibility into who is contributing to which part of the project.

7. Mobile App with On-the-Go Features

QuickBooks' mobile capabilities are tailored for field professionals who need access on the job site. The mobile app offers:

• Invoice creation and payments on-site

• Upload receipts and expenses directly from the field

• GPS-based time tracking for field crews

• Real-time project updates and document sharing

This makes QuickBooks for builders ideal for crews always on the move, ensuring nothing falls through the cracks.

8. Document Management & Attachments

Keeping track of contracts, receipts, and permits is easier than ever with document management tools. You can:

• Attach documents to transactions, projects, or vendor files

• Search documents by keywords or tags

• Maintain digital records for audits and compliance

This reduces reliance on paper files and ensures that important project documents are always at your fingertips.

9. Custom Reporting Tools

Every construction business is different. QuickBooks 2025 offers custom report builders so you can create reports that match your business needs.

Popular contractor-focused reports include:

• Job Cost Detail Report

• Unbilled Time and Expenses

• Estimates vs. Actuals

• Job Profitability Summary

With customizable filters and layouts, you can get exactly the insights you need to run your business more efficiently.

10. Multi-User & Role-Based Access

As your construction company grows, so do your software needs. QuickBooks now supports multi-user environments with role-based access, so you can:

• Assign permissions by job function (e.g., estimator, foreman, accountant)

• Limit access to financial data while allowing field updates

• Work collaboratively in real time without compromising data security

This creates a controlled and productive environment, especially in larger construction firms.

Bonus: QuickBooks Integrations for Contractors

QuickBooks integrates with many third-party apps specifically designed for construction, including:

• Buildertrend – Project management, scheduling, and client communication

• Knowify – Estimating, contracts, and field management

• Jobber – Service scheduling and team dispatching

• Procore – Construction management and collaboration tools

These integrations make QuickBooks for contractors a hub for all your operational tools, providing a seamless workflow from field to office.

Final Thoughts

In 2025, QuickBooks for contractors and builders is not just accounting software—it’s a comprehensive business management platform tailored to the unique demands of the construction industry. Whether you’re tracking job costs, managing change orders, handling payroll, or invoicing clients, QuickBooks gives you the tools you need to succeed.

By leveraging the latest features—like advanced job costing, real-time profitability dashboards, mobile functionality, and integrated payroll—contractors can run leaner, more profitable operations with full control and visibility.

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