Most plumbing contractors already use QuickBooks Online to manage their books, but QBO alone can't schedule a drain-cleaning job, track a technician's drive time to a water heater replacement, or let a homeowner pay a deposit before you pull a permit. CrewHub360 connects directly to QuickBooks Online with a bidirectional sync, so every invoice, payment, and expense created in the field flows into your chart of accounts automatically. The result is a single source of truth for your plumbing business without a single line of double entry.
QuickBooks Online is an exceptional accounting tool, but it was not built to dispatch a licensed plumber to a burst-pipe emergency at 6 a.m., verify that the technician arriving on site actually holds a backflow certification, or capture a GPS-stamped clock-in the moment your crew steps onto a commercial property. Plumbing businesses that rely on QBO alone typically end up managing a separate spreadsheet for scheduling, a paper timesheet for payroll, and a phone call to get a credit card number from the customer — all of which must eventually be reconciled by hand back into QuickBooks. Every manual touchpoint is an opportunity for a transposition error, a missed billable hour, or an invoice that slips through the cracks after a long Friday.
The core gap is that QuickBooks has no concept of a 'job' in the field-service sense: a specific location, a specific technician with specific skills, a window of time, materials pulled from a truck inventory, and a customer signature at the end. CrewHub360 fills that gap with purpose-built scheduling, skill-based dispatch, GPS time tracking, and a client portal — and then hands the financial result off to QBO automatically. Your bookkeeper keeps working exactly as before; your plumbers just stop handing in paper.
When a plumber completes a rough-in inspection, marks the job done in the CrewHub360 mobile app, and sends the invoice, that invoice appears in QuickBooks Online as a standard QBO invoice within seconds — line items, labor hours, materials, tax codes, and all. Payments collected through Stripe Connect (credit card, debit card) are recorded as payments against that invoice in QBO automatically. If your bookkeeper applies a payment manually inside QuickBooks — say, a customer mailed a check for a repipe project — that payment status syncs back to CrewHub360 so your dispatcher can see the account is current before scheduling the next visit. No duplicate invoices, no orphaned payments sitting in undeposited funds.
The sync is bidirectional, which matters for plumbing companies that maintain customer records in QBO. New clients added in QuickBooks appear in CrewHub360, and new clients created during quoting in CrewHub360 appear in QBO. Chart-of-accounts categories you have already set up for labor, materials, and subcontractor costs are available to map against CrewHub360 line-item types, so your job-costing reports in QBO actually reflect real field data. There's no extra connecting tool to set up and no waiting for an overnight update — the connection is live.
A plumbing estimate that lives only in a PDF attachment to an email is a liability. CrewHub360 lets your office or a technician in the field build a quote — water heater replacement, sewer line camera inspection, tankless conversion — and send it to the homeowner through the client portal. The customer reviews the itemized quote, approves it with a tap, and can pay a deposit right there using Stripe Connect (a 0.5% CrewHub360 platform fee applies on top of Stripe's standard processing). That deposit hits your Stripe account and posts to the corresponding invoice in QuickBooks automatically. When the job is finished, the technician presents the remaining balance on their phone; the customer taps a card or types a number, and the transaction is done before the truck leaves the driveway.
Deposits are especially important for plumbing projects that require permit fees, specialty fixtures, or scheduled material deliveries. Collecting 30 or 50 percent upfront protects your cash flow during the procurement window and reduces the risk of a customer dispute after rough-in is complete. Because deposits are tracked inside CrewHub360 and synced to QBO, your accountant always sees what has been collected versus what is still outstanding on multi-phase commercial projects — no more calling the office to figure out if the first payment came in on a tenant build-out.
GPS time tracking in the CrewHub360 mobile app captures when a plumber clocks in at a job site, when they clock out, and the total drive time between stops. Because the app stores everything right on the phone, time punches record even in a basement with no cell signal and sync when the device reconnects. Those hours feed directly into CrewHub360's payroll module, where you can set hourly rates, overtime rules, and per-job bonuses. A plumber who upsells a water softener installation or completes an emergency call outside normal hours can receive a bonus that is calculated automatically and included in the next payroll run, giving you a concrete tool to reward performance without manual spreadsheet math.
On the job-costing side, every labor hour and material line item attached to a job is associated with a revenue figure from the invoice. That means you can look at a completed bathroom rough-in, see exactly what you quoted, what labor actually cost based on GPS-verified hours, and what margin you realized — all without exporting anything to Excel. When that data syncs to QuickBooks Online, it populates your class or project tracking if you use those QBO features, giving your accountant clean numbers for quarterly reviews, bonuses, and loan applications.
No, and it is not designed to. CrewHub360 handles the operational side of your plumbing business — scheduling, dispatch, GPS time tracking, quoting, invoicing, and payroll — while QuickBooks Online remains your accounting ledger. The bidirectional sync means the two systems stay in agreement automatically, so you get the strengths of both without maintaining them separately.
When you connect CrewHub360 to your QuickBooks Online account, your existing customers, chart-of-accounts categories, and tax codes are available to map within CrewHub360. You do not need to rebuild your QBO setup; you simply tell CrewHub360 which of your existing accounts correspond to labor, materials, and other line-item types you use in plumbing jobs.
CrewHub360 uses Stripe Connect to process card payments in the field or through the client portal. CrewHub360 applies a 0.5% platform fee on top of Stripe's standard processing rates. Payments are deposited to your Stripe account and recorded automatically against the matching invoice in both CrewHub360 and QuickBooks Online, so your books reflect the payment without anyone entering it manually.
Yes. The CrewHub360 mobile app stores everything right on the phone, so technicians can clock in and out, update job status, add materials, and capture customer signatures even with no internet connection. Everything syncs — and then flows on to QuickBooks — as soon as the device gets back online.
Skill-based dispatch lets you tag technicians in CrewHub360 with specific qualifications — such as backflow certification, gas line licensing, or commercial plumbing experience — and filter available crew by those tags when assigning a job. This prevents sending an uncertified technician to a job that requires a licensed master plumber, reduces callbacks, and keeps you compliant with local permitting requirements without maintaining a separate skills spreadsheet.