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How do I set up the subcontractor invoices and payments feature for Procore + QuickBooks?

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Answer

If you have 'Admin' level permission on the company's ERP Integrations tool, you can complete the initial setup for the QuickBooks® Desktop Subcontractor Invoices feature so that your team can sync invoices from Procore to QuickBooks® Desktop. 

Things to Consider

  • Required User Permissions:
    • To complete the initial setup, ‘Admin’ level permissions on the company’s ERP Integrations tool.
    • To turn the feature ON and to designate the accounting approvers who will be authorized to sync invoices, you must be your company's Executive Sponsor. 
  • Requirements:
    • This feature requires you to set up a Retainage Service Item as specified below, even if your company doesn't typically hold retainage on subcontractor invoices.

Workflow Diagram

Follow the steps below to setup the subcontractor invoices any payments feature for Procore + QuickBooks® Desktop. If you are using the US or Canada edition of QuickBooks® Desktop, this lets you export subcontractor invoices from Procore to QuickBooks® Desktop.

 Limited Release

The ability to sync QuickBooks® Desktop Bill Payments with Payments Issued in the Commitments tool is currently supported with Procore + QuickBooks® Desktop U.S. Edition. It is NOT currently supported with the Procore + QuickBooks® Desktop Canada Edition. 

 

 
How do I set up the subcontractor invoices and payments feature for Procore + QuickBooks
How do I set up the subcontractor invoi...

 
Create a Service Item Named 'Retainage'
Create a Service Item...

 

 
START
START
LEGEND
LEGEND
Performed in ERP system
Performed in ERP system
Optional Step
Optional Step

 
Export Subcontractor Invoices from Procore to QuickBooks
Export Subcontractor Invo...

 
Enable the 'Inventory and Purchase Orders are Active' Setting
Enable the 'Inventory...
Setup the Subcontractor Invoices and Payments Feature for Procore + QuickBooks
Setup the Subcontractor Inv...
Is Procore integrated with the US Edition of QuickBooks?
Is Procore integrated w...
Sync QuickBooks Bill Payments with Payments Issued in Commitments
Sync QuickBooks Bill Paym...
Do you want to sync QuickBooks bill payments to Payments Issued in Commitments?
Do you want to sync Quic...

 
END
END
QUICKBOOKS
QUICKBOOKS
PROCORE
PROCORE
SUBCONTRACTOR INVOICES SYNCED
SUBCONTRACTOR INVO...
BILL PAYMENTS SYNCED
BILL PAYMENTS SY...

 

Steps

  1. Set Up the Subcontractor Invoices Feature
  2. Configure the Sync Payments for Synced Invoices Setting
  3. Email Your List of Accounting Approvers to Procore

Set Up the Subcontractor Invoices Feature

Setting up the subcontractor invoices feature is a three (3) step process:

Step 1: Create a 'Retainage' Item in QuickBooks

  1. Launch QuickBooks.
  2. Create an Item and assign the Type as Service. Then name it: Retainage
    Note: For step-by-step instructions, see Add, edit, and delete items in the QuickBooks Help system. 

Step 2: Enable 'Inventory and Purchase Orders are Active' in QuickBooks

  1. Log in to the data file as an Admin user. 
  2. Choose Edit > Preferences.
  3. Click Items & Inventory.  
  4. Click Company Preferences.
  5. Place a checkmark in the Inventory and purchase orders are active box. 
  6. Click OK to save the setting.

Step 3: Configure the Invoice Retainage Item Settings in Procore

  1. Navigate to the company's ERP Integrations tool.
  2. Click Configure Settings icons-settings-gear.png.
  3. In the Invoice Retainage Item drop-down list, select the service line item where you want retainage to be recorded.
  4. Click Update.

Configure the Sync Payments for Synced Invoices Setting

  1. Navigate to the company's ERP Integrations tool.
  2. Click Configure Settings icons-settings-gear.png.
  3. Click Sync Schedule.
  4. Under Sync Schedule, choose one of these options:
    • Daily
    • Every 4 Hours
    • Never
    • Every 2 Hours
    •  Hourly
  5. Click Update.

Email Your List of Accounting Approvers to Procore

  1. Ask your company’s Procore Executive Sponsor to contact Support with the following information:
    • Email addresses for the accounting approvers who should be granted the additional permission to export subcontractor invoices to QuickBooks.
      Note:
      • If you do not know your company’s Executive Sponsor, see the Executive Sponsor field under Account Information in the company's Admin tool.
      • If there is no Executive Sponsor listed, contact your company’s Procore Administrator.
  2. The ERP Support Team at Procore will then grant the correct permissions to your company's designated accounting approvers.
    You can then begin using the feature.