Expert for JobTread and QuickBooks Integration Setup

ROLE OVERVIEW & OBJECTIVE We are seeking an expert systems integration specialist and advanced QuickBooks ProAdvisor to build a seamless, automated synchronization bridge between our JobTread project management platform and QuickBooks Online (QBO). The goal is to fully automate construction and luxury material job costing, eliminate all duplicate handwritten data entry, and establish a hard operational wall between two distinct brand divisions operating under our corporate umbrella. BUSINESS CONFIGURATION CONTEXT The integration must explicitly support a dual-brand environment. The accounting and tracking data flows must keep these two operations separated financially for clear liability, tax reporting, and clean profit/loss (P&L) statements: 1. HYBERTSON CONSTRUCTION: A residential construction, agricultural framing, and specialty remodeling company (roofing, concrete pours, siding, interior custom remodels). This entity operates on a Time & Materials or a strict lump-sum Scope of Work (SOW) pricing model with a fixed target crew rate. 2. HEWN AND DRY: A startup luxury architectural lumber brand selling high-value, vacuum-kiln dried, and surfaced monolithic wood slabs, true live-sawn continuous grain stair treads, bookmatched sister-slab table blanks, shelves, and vertical cladding. This brand sells premium products across the United States to high-end interior designers and architects. The technical setup must cleanly partition company assets, operating accounts, and revenue. Construction assets (e.g., skid loaders, dump trailers, tools) and luxury lumber assets (e.g., a 14,000 lb vacuum kiln, log piles, drying sheds, shop space utility allocations) must remain distinct within the ledger architecture. DETAILED SCOPE OF WORK PHASE 1: MULTI-COMPANY ARCHITECTURE & CLASS TRACKING - Implement advanced QBO Class Tracking or Location Tracking to isolate all financial data pipelines generated by JobTread. - Create two distinct parent tracks: [Hybertson Construction] and [Hewn and Dry]. - Ensure that business accounts, tax buffers, and overhead expenses do not cross-contaminate. - Design an automated system data handshake to ensure that data flows cleanly to your CPA without structural gaps. PHASE 2: CUSTOM CHART OF ACCOUNTS & COST CODE MAPPING - Configure and test the native JobTread-to-QBO sync wizard settings. - Map the JobTread Cost Codes directly to the corresponding QBO Chart of Accounts. - Construction Track Mapping: Establish precise parameters for material markups and labor hours. - Lumber Track (Hewn and Dry) Mapping: Configure custom inventory lines categorized by species, dimension, and production stage. Slabs and unique pieces are priced by the unit, while generic runs are tracked by board footage. - Integrate systems to calculate true Cost of Goods Sold (COGS) automatically when components (such as hidden internal structural brackets or crating hardware) are added to a project estimate. PHASE 3: DUAL INVOICING, AUTOMATIONS, & TAX ROUTING - Design separate, repeatable, highly professional custom invoice and bid templates for both brands within the system. - Build and deploy automated data pipelines to enforce the following transactional logic: * Approved Bids → Automatically generate corresponding estimates in QBO. * Invoices Released → Instantly post accounts receivable ledger entries to QBO. * Payments Collected → Trigger real-time reconciliation to the specific bank account. - Enforce strict 50% down-payment workflows on contract sign-offs, with balances automatically requested upon physical delivery or project completion. - Configure a dedicated automated resale verification email flow for Hewn and Dry. When onboarding out-of-state interior designers, the system must capture their resale license/tax-exempt certificates before transactions process. PHASE 4: VIBRATION BREAKS & SYSTEM TESTING - Execute extensive testing utilizing mock client records, false bids, and multi-stage invoice draws to ensure webhooks do not fail or drop data packets. - Audit the integration to ensure absolutely zero duplicate entries are generated when reconciling live transactions against connected bank feeds. - Conduct a unified coordination session with the company bookkeeper to hand over system controls, verify payroll configurations, and validate the accounting logic before going live. TECHNICAL REQUIREMENTS - Extensive background deploying complex JobTread architectures linked to QuickBooks Online Advanced. - Mastery of data field mapping, custom webhook stabilization, and QBO class structures. - Prior experience setting up inventory tracking pipelines for manufacturing, milling, or construction industries. - Absolute fluency in US construction tax, accounting rules, and corporate data handoffs. PROJECT LOGISTICS & PRICING - This is a fixed-price contract with a guaranteed budget of $500. - Payment will sit securely in Upwork Escrow and will be released upon successful testing verification and functional sign-off by our bookkeeping team. - The specialist must be US-based to coordinate in real time with our team and ensure structural compatibility with local financial frameworks.