Keep your CRM. Won bids still go on the job.

What goes from your CRM to the job

Your CRM is where leads, bid invites and follow up live, and that's fine. The problem starts the day a bid is won, when somebody opens QuickBooks and types the customer, the job title and the contract value a second time. Then the PM builds a budget in a spreadsheet, and now the same job exists in three places with three slightly different numbers.

With the link in place, a won bid sends the customer, the job title, the contract value and the bid date to CFOS. CFOS creates the job and writes it to QuickBooks Online, so the job appears in both places once. The estimate comes along as the budget by cost code when you have one, and the job starts with a budget to measure against instead of a blank page.

What your admin does and what we do

Your admin signs in to the CRM and approves the link from the Connectors page in CFOS. We never ask for a password, because the sign in happens on your CRM's own screen. After that we meet with you and agree in writing which fields move, which stage means won, and which cost codes the budget uses.

That written list counts for more than the technical part. If your CRM calls a job stage Awarded and the office calls it Sold, we pick one and write it down so a half signed bid never becomes a job by accident. Once it's agreed, we test it with a sample bid and you look at the job in CFOS and in QuickBooks before anything real goes through.

• Moves from the CRM: customer, job title, contract value, bid date, estimator, and the stage that means won.
• Created in CFOS and written to QuickBooks Online: the job, with its contract value.
• Imported as the budget: your estimate by cost code, when you bring it in.
• Stays in the CRM: your leads, notes, calls and follow up.

How long it takes, in plain words

Most software connects in 5 business days or less. We say most because the time depends on the tool, and we won't promise a single number for every CRM. The list below is what has to hold for that timeline to work, and what happens when it isn't.

A CRM with a documented API on a plan that includes API access is the easy case. A CRM that restricts API access to a higher plan is a plan question you settle with the CRM's maker, and the days pause until you do. If the CRM has no API at all, we set up a file import instead, where you export won bids and CFOS reads the file.

• The tool has a documented API and your plan includes API access.
• Your admin connects it. We never ask for a password.
• What moves where is agreed in writing before we start.
• If the tool's maker has to approve us first, the clock starts the day they approve.
• If there is no API, we set up a file import instead.

When you don't have a CRM, or don't like yours

Plenty of contractors track bids on a whiteboard or in a spreadsheet, and that's a fair place to start. CFOS has its own bid pipeline with the value, the bid date, the chance of winning and the lost bids. A won bid in the pipeline becomes a job with its contract value in one click, and a leads form on your own website can feed it.

So the choice is yours. If your estimators like the CRM, keep it and we link it. If you'd rather have one less login, use the CFOS bid pipeline and skip the link. Either way, the won bid ends up as the same job in CFOS and QuickBooks Online.

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What people ask

• Keep the tools that work. Connect the rest.
• What "most connect in 5 business days or less" means
• Keep your estimating software. Your bid becomes the budget.
• A bid CRM built for subs, tied to job cost
• Keep your profit
• One price. Every module. Priced by your revenue.
• Use all of it, or just the part you need

QuickBooks is a trademark of Intuit Inc. Run On CFOS isn't affiliated with Intuit.