Your books never go wrong without you knowing.
Most sync tools guess when a field customer name, tax line, or deposit doesn't line up—and silently write the wrong thing into QuickBooks Online. Field to Books posts clean jobs automatically, holds the tricky ones as plain-English Confirm-or-Fix cards, and never deletes anything in your books.
- ✓Starts with a 2-week read-only Shadow Mode (0 writes to QuickBooks)
- ✓Counted Once duplicate protection on every invoice & payment
- ✓Create-only in QuickBooks Online — never deletes or overwrites your books
Limited to 5 founding trade shops · $39/mo locked for 2 years ($79/mo Early Pilot Rate after) · Month-to-month, cancel anytime
Invoice #1042 — $125.00 (Diagnostic & Capacitor Replace)
Why we held this: Field record says Jon Smith (142 Oak St, $125.00), but QuickBooks Online already has John Smith (142 Oak St, last invoice #988). Silent syncs often create a second customer so payments don't match up.
How It Works in 3 Steps
Why “set it and forget it” syncs end up costing you a weekend with your bookkeeper
In a real HVAC, plumbing, or electrical shop, field techs type fast in the truck, customers pay a deposit one week and the balance the next, and invoices get adjusted after the job closes.
Connect for a 2-Week Shadow Scan
We read completed work from your field-service software and compare it against QuickBooks Online with zero writes to your books while you inspect what would auto-post vs. hold as a card.
Clean Jobs Post Once; Edge Cases Hold
Exact matches post to QuickBooks Online once. Spelling variations, deposit splits, or tax rounding differences wait as plain-English cards for a one-tap decision.
Nightly Counted-Once & Ground Truth Checks
Every write is verified before and after posting. If an unexpected anomaly ever appears, our automatic S0 safety switch pauses writes immediately and alerts you.
| What Happens in the Field | What a Silent Sync Does | What Field to Books Does |
|---|---|---|
| 1. Spelling or address variation (Jon Smith vs. John Smith) | Silently creates a duplicate customer or merges two different people with the same name. | Holds a Confirm-or-Fix card showing address, phone, and last invoice so you tap once and we remember your rule next time. |
| 2. Deposit collected last week, final balance paid today | Posts the payment unapplied or double-counts the invoice revenue. | Links the deposit and final payment to the exact invoice and runs Counted Once so revenue is never recorded twice. |
| 3. Invoice edited in the field after it already synced | Either ignores the edit (so QuickBooks is wrong) or overwrites an invoice your bookkeeper already reconciled. | Detects the post-sync change, shows you the exact dollar difference, and never overwrites a closed QuickBooks period without your say-so. |
| 4. Tax rate or penny-rounding mismatch ($0.01–$0.03 off) | Fails with a cryptic API code or forces the wrong tax total into QuickBooks. | Flags the exact tax/rounding difference on a plain-English card with a one-tap fix. |
| 5. Webhook sent twice during a retry or network blip | Can create the same invoice or payment twice in QuickBooks Online. | Uses deterministic Idempotent Request IDs and Counted Once marker checks so a retried event never writes a duplicate. |
| 6. Unusual outlier invoice (e.g., $45,000 typo instead of $4,500) | Pushes the typo straight into your live QuickBooks P&L. | Last Look catches extreme dollar outliers against your shop's normal history before they hit your books. |
4 Core Safety Guarantees · 6 Verification Layers
Six independent safety layers between the field truck and your QuickBooks ledger
Every check is deterministic code—never an AI guessing about your money.
GUARANTEE 1
Never Delete in Your Books
Architecturally create-only in QuickBooks Online and read-only in your field-service software. Zero delete or void code paths for your books.
GUARANTEE 2
Counted Once Protection
Deterministic request IDs and pre/post-write marker scans ensure no invoice or payment is ever posted twice.
GUARANTEE 3
Automatic S0 Safety Switch
Any duplicate-risk anomaly automatically flips your account to Read-Only Safety Mode (S0) and alerts you.
GUARANTEE 4
Encrypted & 14-Day Undoable Hold
Stored shop data is encrypted at rest with AES-256-GCM (256-bit SHA-256 key derivation), with a 14-day undoable hold before permanent deletion on request.
1. Layer 1 — 2-Week Read-Only Shadow Mode First
When you connect, Field to Books starts in Shadow Mode for 2 weeks (postingEnabled: false). We read your field jobs and QuickBooks records, show you every match and edge case in your card queue, and write zero records to QuickBooks until you review the results and turn on live posting. (Before switching to live posting, you simply turn off your field software's built-in QuickBooks sync so nothing posts twice.)
2. Layer 2 — Deterministic Idempotency & Marker Checks
Every QuickBooks Online write carries a deterministic request ID and an exact boundary-checked marker. Even if a webhook arrives three times, QuickBooks and Field to Books recognize it as the exact same transaction.
3. Layer 3 — Counted Once (Duplicate Invoice & Payment Guard)
Before and after any write, Counted Once scans QuickBooks Online to verify that no invoice or payment is ever recorded twice under different IDs.
4. Layer 4 — Matches Field Records & Ground Truth Accounting Checks
Nightly and on-demand reconciliation compares your field totals against QuickBooks Online (Matches Field Records) and verifies core accounting invariants (Ground Truth—ensuring payments never exceed invoice balances and tax lines sum to the penny).
5. Layer 5 — Last Look Outlier Protection
Compares every outgoing transaction against your shop's historical baselines so an accidental extra zero in the field gets held for a human look instead of distorting your books.
6. Layer 6 — Automatic S0 Read-Only Safety Switch & “Never Delete” Guarantee
If our checks ever detect a duplicate-risk anomaly or unexpected platform error, Field to Books automatically flips into Read-Only Safety Mode (S0)—stopping all QuickBooks writes immediately and alerting you—and you also have a 1-click Emergency Sync-Stop Switch anytime.
Simple Month-to-Month Pricing
Founding Pilot & Early Pilot Pricing — Built for 1–10 Tech Trade Shops
Month-to-month billing. Cancel anytime with one click. Zero annual lock-in contracts.
$0 for your first 3 months
Then $39/month locked in for 2 years (up to 10 technicians, 1 location)
- Month-to-month after your 3-month free pilot—no annual lock-in contracts.
- Cancel anytime with one click, effective at the end of your current billing period.
- No surprise charges: We ask for your confirmation before your 3-month free pilot ends.
- Full 2-week read-only Shadow Mode onboarding, Confirm-or-Fix queue, and all 6 verification layers.
$79/month
Early Pilot Rate for up to 10 technicians & 1 location · Month-to-month, cancel anytime
- Starts with the same 2-week read-only Shadow Mode before any live QuickBooks writes.
- Month-to-month billing—cancel anytime with one click, no long-term contracts.
- Includes Confirm-or-Fix review queue, Counted Once duplicate protection, and nightly Ground Truth checks.
- Direct support from Michigan at
support@fieldtobooks.com.
Frequently Asked Questions
Plain-English Answers for Shop Owners & Bookkeepers
Does Field to Books ever delete or overwrite anything in my books?
Never. Field to Books is architecturally create-only in QuickBooks Online and read-only in your field-service software. It has no code path that deletes, voids, or overwrites any record in your QuickBooks Online or field-service accounts.
How does the 2-week Read-Only Shadow Mode work?
For your first 14 days, Field to Books only reads and compares your records—writing zero entries to QuickBooks Online—so you and your bookkeeper can verify every match first. Before switching to live posting, you simply turn off any built-in QuickBooks sync in your field software so records are never posted twice.
How is my shop's data encrypted, and what happens if I disconnect?
All stored tokens and shop snapshots on our US servers are encrypted at rest using AES-256-GCM (256-bit SHA-256 key derivation). Disconnecting immediately stops all syncing and revokes our tokens. If you email support@fieldtobooks.com to delete our stored copy, we place it in a 14-day undoable hold and then permanently purge it.
Do you use tracking cookies or sell shop data?
No. We use zero third-party analytics, advertising pixels, or tracking cookies on fieldtobooks.com, we never sell your data, and we exclude customer names from operational alert emails and phone pushes.