Kane Sync Hub

Overview

One operating layer across JobTread and QuickBooks — not a replacement for either.

Kane Sync Hub is a full-stack internal operations platform built for Kane Remodeling. JobTread stays the operational source for projects, customers, contracts, change orders, invoices, tasks, documents, and messages. QuickBooks Online stays the accounting source for actual expenses, vendor bills, accounts payable, and financial statements. Kane Sync Hub normalizes both sources, applies construction-specific business rules, and presents the result through role-aware dashboards, reports, and workflows.

The Problem

Project managers couldn't see financial and execution risk in the same place. Finance had to manually compare contracts, invoices, payments, budgets, and vendor costs against accounting reports. Approved change orders could sit unbilled or unpaid with no exception signal, and when a sync failed, nobody could tell if the data on screen was current, partial, or stale.

The Approach

Built a controlled operational layer on top of the company's existing JobTread and QuickBooks workflows instead of replacing them — Supabase Edge Functions sync and normalize both sources by external ID, apply rule-based health scoring and risk flags, map QuickBooks accounts and projects to JobTread records, and enforce role-based access down to the page, function, and data level.

The Result

A practical command center for project health, cash collection, change-order control, scheduling, documents, communication, and accounting visibility — with every data domain reporting its own sync state so a stale report is never mistaken for a current one.

Integration Architecture

Two systems of record, one operational layer.

The application keeps JobTread and QuickBooks Online in place as the systems teams already trust, and layers a synchronized, role-aware workspace on top.

🏗️ JobTread + 💳 QuickBooks Online

🔄 Supabase Edge Functions

📊 Dashboards, Tasks, Messaging & Reports

Financial reporting is built around clear source-of-truth boundaries: JobTread remains the source for sales, approved contracts, change orders, customer invoices, and project status, while QuickBooks Online supplies actual project costs, operating expenses, vendor bills, and accounts payable. The system maps QuickBooks accounts and projects to their JobTread counterparts, then calculates budget variance, actual cost, margin, and reconciliation differences on top of both. Expense normalization prevents common accounting errors — bills and purchases are counted on an accrual basis, vendor credits reduce expenses, bill payments aren't double-counted, purchase orders are excluded from actual expenses, and transfers or owner-equity activity are excluded entirely. Every sync run is recorded with its own success, partial, or failed state, and a failed refresh keeps the last verified snapshot instead of replacing it with empty values.

Core Capabilities

13 connected capability areas

Click any card to expand the full detail.

1. Executive project-health dashboard

Active project count, On Track / Needs Attention / High Risk distribution, and rule-based health scoring.
Contract value, collected value, outstanding balance, and top priority actions for AR, change orders, and vendor bills.
Project filtering by phase, PM, and health status, with a detail drawer for quick review.

2. Project detail & financial position

Approved contract and change-order value, invoiced and collected totals, and outstanding AR from open invoice balances.
Budgeted cost and margin shown separately from QuickBooks-confirmed actual cost — never silently substituted for one another.
Invoice/payment history, vendor cost visibility, task status, milestones, and a full project activity timeline.

3. Change-order management

Executive summary, per-project rollups, and a pipeline grouped by stage.
Risk flags for missing signatures, zero-cost change orders, large pending scopes, and approved-but-unpaid balances.
Searchable, filterable detail table with a weekly action plan and direct JobTread links for source verification.

4. Financial reporting & CFO visibility

Approved sales, billed-to-date, collected cash, open AR/AP, budgeted vs. actual cost, and project-level financial position.
Monthly and year-to-date reporting periods with data-quality flags for unverified dates and fallback values.
Cents-based aggregation with explicit invoice/payment normalization, including JobTread records still marked approved after payment.

5. QuickBooks Online integration

OAuth connection with server-side token handling, initial + incremental sync, and Profit & Loss / Balance Sheet retrieval.
Cash and accrual reporting, retained snapshots, and expandable financial-statement hierarchy by account.
Account and project mapping with auto-mapping suggestions, manual review, and explicit stale / reconnect-required states.

6. Task & checklist execution

Task list synced from JobTread with due dates, assignees, type, priority, and checklist sub-items.
Optimistic completion updates with rollback on failure, grouped-by-project or flat-list views.
Overdue, due-this-week, completed, and unassigned filters, plus deep links from notifications.

7. Calendar & scheduling

Project task calendar with day, week, and month views.
Task creation and editing directly from the calendar, with project, assignee, status, and priority fields.
Mobile agenda presentation and a sidebar view of broader task activity.

8. Document vault

Search by filename, filter by category or project, and switch between flat and grouped-by-project views.
File metadata, project, category, upload date, and size, with browser-managed downloads.
Synced on its own schedule, separate from the core operational full sync.

9. Messaging

Conversation list with unread indicators, search, and filters for unread, sent, failed, and all messages.
Real outbound communication through the JobTread channel, with pending / sent / failed states and retry on failure.

10. Users, roles & permissions

Five roles — Super Admin, Admin, Project Manager, Team Member, Viewer — plus per-user permission overrides.
Invite, deactivate, and delete users; reset passwords; configure page, function, data, and QuickBooks-access permissions.
Permission checks enforced at route and UI level, with denied-access events logged for audit review.

11. Sync operations & observability

Sync run history with success, partial, failed, and running states, plus records processed/failed/skipped.
Sync audit execution, active lock visibility, stale-lock cleanup, and QBO run/error detail.
Owner-aware distributed locking so an old worker can't release a newer worker's lock.

12. Google Sheets backup

Secondary operational copy of projects, customers, change orders, documents, messages, reports, and tasks.
Connection testing and backup-run status for authorized users.
Useful for spreadsheet-based handoffs and recovery-oriented visibility, not the primary system of record.

13. In-app documentation & support

Embedded guidance covering workspace orientation, dashboard metrics, change orders, reports, tasks, and permissions.
Searchable help articles and an issue-reporting entry point.
Reduces reliance on external training documents for a system this operationally deep.

Engineering Challenges

What made this harder than a typical dashboard

Multiple sources of truthDefined explicit boundaries between JobTread operational data and QuickBooks financial data to prevent double-counting and ambiguous totals.
Inconsistent provider dataNormalized invoice statuses, payment evidence, vendor-bill balances, account classifications, and expense types before reporting — including JobTread records that stay marked "approved" after they're actually paid.
Reliable financial reportingConverted money to integer cents before aggregation and tested time-zone boundaries (America/Chicago), rounding, deduplication, and reporting-period behavior.
Integration failure handlingRetained the latest verified financial snapshot and surfaced a clear stale / reconnect-required / unavailable state instead of erasing previously synced data.
Concurrent sync safetyOwner-aware distributed locks and retry behavior so overlapping sync runs can't corrupt each other, with stale-lock cleanup for administrators.
Permission-sensitive workflowsProtected routes, permission gates, role hierarchy, per-user overrides, Row-Level Security, and access-denied audit logs, enforced again server-side in Edge Functions before privileged operations run.