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Feature Deep Dive

Field Ops in PT.
Books in BDFIQ. No QBO Middleman.

BDB Project Tools is BDB's field-service operations platform — live, in production, used by contractors today. BDFIQ is BDB's accounting platform — launching at v1. Together: jobs, estimates, invoices, receipts, and labor hours flow from PT directly into BDFIQ. No QBO sync layer between them. No duplicate customer creation. No Undeposited Funds trap. One company, two surfaces, one set of data.

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The Two Sides

PT Runs the Field. BDFIQ Runs the Books.

Two BDB products. One data model underneath. Built so the people in the truck and the people at the desk are looking at the same numbers.

Field Operations
🚛

BDB Project Tools

Live at bestdecisionprojecttools.com

Everything that happens before the books need to know about it:

  • Customer records, leads, and pipeline
  • Estimates with 3-track cost breakdown (Materials / Labor / Subs)
  • Job scheduling and dispatch
  • Field invoicing and Stripe payment links
  • Timekeeper: crew time on each job
  • Receipt capture from the field (mobile photo → categorized)
  • Subcontractor management and 1099-flag tracking
Data Flow →
Accounting Platform
📘

BD Financial IQ

Launching at v1 — this site

Everything the books need to be honest, complete, and CPA-ready:

  • Chart of accounts and journal entries
  • AR / AP / bill payments
  • 3-track job costing with sub category preserved
  • Side-by-side segment P&L by location, service line, or class
  • Multi-entity consolidation
  • Bank reconciliation with CSV import + AI categorization
  • Tax-ready exports (P&L, BS, cash flow, 1099 prep)
The Wire

What Flows from PT to BDFIQ

Six clean data flows. No CSV exports. No copy-paste. No third-party iPaaS service in the middle.

Jobs

Customer, Service Line, Segment

A new job in PT creates the matching job record in BDFIQ. Customer link, service-line tag, location segment, and any custom segment all carry over. No duplicate customer ever created on the books side.

Estimates

Full 3-Track Cost Breakdown

Estimates created in PT carry Materials / Labor / Subcontractors as three separate line groups. BDFIQ uses the same three buckets natively, so the estimated cost structure becomes the budget against which actuals are measured.

Invoices

Line Items, Not Lump Sums

An invoice sent from PT lands in BDFIQ AR with the original line items intact — not flattened into one "From Project Tools" total. Customer payment terms, due date, and Stripe payment intent all preserved.

Receipts

From the Field, Already Categorized

PT's mobile receipt capture (photo → AI categorize) becomes a categorized expense entry in BDFIQ with the job link intact. Materials and subcontractor receipts hit the right cost track from the start.

Labor Hours

Burdened, Posted to the Right Job

Timekeeper hours from PT flow into BDFIQ as labor cost entries — burdened with the correct wage + tax + benefit multipliers. Posts to the Labor bucket on the matching job's cost record. No second time-tracking entry needed.

Customers

One Record, Two Surfaces

The customer record lives once, viewable in both surfaces. Edit in PT, the change reflects in BDFIQ. No duplicate "John Smith (PT)" and "John Smith - Customer 0042" living in different systems.

The QBO Pair Problem

What Most Field-Service + Accounting Integrations Actually Look Like

Almost every field-service platform on the market today has a "QuickBooks integration." Housecall Pro, Jobber, ServiceTitan, FieldEdge, Workiz — all of them. On the demo, it looks clean. In production, here's what happens:

  1. One-way sync that drifts. The field tool pushes invoices and customers into QBO. Edits made in QBO don't sync back. After three months, the two systems are out of agreement and nobody knows which is the source of truth. Usually you trust QBO for the books and trust the field tool for the field — and accept that the gap exists.
  2. Duplicate customers. "John Smith" exists in the field tool. The sync creates "John Smith" in QBO. Next week the field tool creates another job for the same customer with a slightly different spelling and creates a SECOND "John Smith" in QBO. Six months later you have nine John Smiths and nobody knows which one to bill.
  3. The "Undeposited Funds" trap. Payments come in through the field tool's Stripe integration. They sync to QBO as a payment against an invoice — but land in Undeposited Funds, waiting for a bank deposit you have to manually create to match the actual deposit on the bank feed. Months later, Undeposited Funds is sitting at $48,000 of phantom money and your books look like you're rich. You're not.
  4. Job costing data that doesn't carry. Field tool tracks materials, labor, and sub costs cleanly on each job. The sync pushes the invoice to QBO. None of the underlying cost data goes with it. To do job margin analysis, you're back to running two reports in two systems and stitching them in Excel.

A Real Example

A small contractor uses one of the major field-service tools and QBO Plus. They run 80 jobs a quarter. They have a recurring Friday-afternoon ritual: pull invoices from the field tool, pull AR aging from QBO, find the gaps, manually create the missing entries, manually clear Undeposited Funds.

With QBO as the middleman: 4–6 hours a week on reconciliation between the two systems. By month-end, somebody (usually their bookkeeper) spends another full day reconciling Undeposited Funds and chasing duplicate customers. That's roughly 25 hours a month maintaining an integration that "just works."

With PT + BDFIQ: No sync layer because both products read the same data. An invoice is an invoice in both surfaces. A payment is a payment. The customer is the customer. The reconciliation ritual goes from 25 hours a month to roughly zero.

The integration problem gets worse the bigger you scale. Three jobs a week, you might tolerate the friction. Thirty jobs a week, the integration cost becomes a full part-time job for somebody.

Why This Pair Matters

Built for the Contractors BDB Already Serves

Most BDB customers today are in the trades: HVAC, plumbing, electrical, roofing, remodel, general contracting, multi-trade service companies. They use BDB Project Tools to run the field side — estimates, scheduling, dispatch, time tracking, receipt capture, customer comms. The question they've all been asking is the same one: "What about the books side?"

BDFIQ is the answer. Not because it bolts onto PT — but because it was built alongside PT, on the same data model, by the same team. The PT + BDFIQ pair is what differentiates BDB from a generic accounting platform plus a generic field-service tool. A QBO + Jobber pair will always have a sync layer between them, with its drift, its duplicates, and its monthly reconciliation tax. A PT + BDFIQ pair doesn't, because there's no sync to break.

"The reason we built BDFIQ at all is the same reason we built PT. Contractors were burning hours every week on accounting workarounds that shouldn't exist. The books side and the field side should be the same set of numbers. That's what this pair does."

For contractors, the value of the pair compounds: 3-track job costing in PT becomes 3-track job costing in BDFIQ on the same job. Subcontractor receipts captured in the field land in the Subcontractor bucket on the books. Labor hours from Timekeeper flow into burdened labor cost on the right job. Side-by-side segment P&L by service line answers "which trade is making us money" in one screen. Multi-entity consolidation handles the contractor who's also a real-estate LLC owner with two rental properties on the side.

None of that requires a separate sync product. None of that requires an iPaaS subscription. None of that requires a part-time bookkeeper to babysit the integration. The closed loop is built in.

An Important Note

But You Don't Need Project Tools to Use BDFIQ.

BDFIQ stands alone as a real cloud accounting platform. Multi-tenant SaaS with double-entry books, AR, AP, payroll integration on the roadmap, 3-track job costing, segment P&L, multi-entity consolidation, and CSV import with AI-assisted categorization on BDB's servers.

If you also run BDB Project Tools, the PT + BDFIQ pair is the closed loop described above. If you don't, BDFIQ is still a QBO alternative for service businesses, multi-location operators, real-estate LLC owners, and small contractors who want segment-level visibility without the QBO Advanced tier upgrade.

Read about 3-track job costing →   Or segment P&L →

Done with the QBO sync tax?

Field ops in PT. Books in BDFIQ. One company, two surfaces, one set of numbers. Join the waitlist.

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