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Add a Procore Project to QuickBooks

Objective

To create a new project in Procore and send it to the ERP Integrations tool for accounting acceptance. After acceptance, the project is exported to QuickBooks. 

Background

When you create a new project in Procore, you must send the project data to the ERP Integrations tool for accounting acceptance. After acceptance, the data is sent from the ERP Integrations tool to QuickBooks. Use the steps below to add a new Procore project to QuickBooks. 

Things to Consider

  • Required User Permissions:
    • To add a new project in Procore:
      • 'Admin' level permissions on the Portfolio tool.
        OR
      • 'Standard' level permission to the Portfolio tool and the user must be granted the 'Add New Project' privilege. See Allow Users to Create New Projects
    • To configure the cost code preferences.
      • 'Admin' level permission on the company Admin tool.
    • To save and send the project to the ERP Integrations tool:
      • 'Standard' level permissions or higher on the ERP Integrations tool.
  • Prerequisites:
  • Limitations:
    • Procore does not currently support sub jobs for QuickBooks integrated projects. 

Steps

Add a New Project

  1. Navigate to the company's Portfolio tool. 
    This reveals the Portfolio page.
  2. Click Add New Project.
    This reveals the Create a New Project popup window. 
  3. If this is the first project being created and the project template feature is enabled, when the Select a Project Template drop-down list, select 'Do Not Apply a Template' and click Continue.
  4. In the Create New Project page,
    • Project Name. Enter a name for the project that you want to integrate with QuickBooks. QuickBooks has a maximum limit of 41 characters for the project name. 
    • Active Project. Ensure a mark appears in the checkbox (this is the Portfolio tool's default setting). 
    • Project Address:
      • Project Address. The primary physical address for the project.
      • City. The full city name associated with the project. 
      • Country/State. The state and country associated with the project. 
      • Timezone. The time zone associated with the project. 
      • ZIP. The ZIP code associated with the project. 
  5. Click Continue. This opens the project Admin tool.
    • If prompted to choose a source list for the cost codes for the project, select the 'QuickBooks Standard Cost Code List.' 

Save and Send the Project to ERP for Export to QuickBooks

  1. In the project's Admin tool, under the 'Administrative Settings' menu, click Project Settings
  2. Click the General subtab.
  3. Click the Save and Send to ERP button (Note: This button is not available unless the Prerequisites listed in Things to Consider above are satisfied). This sends the project to the ERP Integrations tool for accounting acceptance.

See Also

 

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Last modified
07:06, 23 Mar 2017

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