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Export Subcontractor Invoices from Procore to Acumatica®

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Objective

To export subcontractor invoice from a Procore project to Acumatica Cloud ERP.

Background

If you want to export your subcontractor invoices to Acumatica Cloud ERP, you first need to create them in your Procore project. As described in the Steps and Workflow below, your project team has two options when creating invoices: You can send an 'Invite to Bill' to one of your invoice contacts to allow them to submit their own invoice or you can create an invoice on behalf of an invoice contact. 

After your subcontractor invoices are reviewed by a member of your project team and placed into the 'Approved' status, an accounting approver can export your subcontractor invoices as described below. 

Things to Consider

  • Required User Permissions:
    • 'Standard' or 'Admin' on the company's ERP Integrations tool.
      AND
    • The person's account must be granted the 'Can Push to Accounting' privilege in the Company Directory.
      Note: To submit a request to be granted this privilege, your company's Procore Administrator must submit request to your Procore point of contact. This privilege can only be granted to individuals by Procore. 
  • Limitations:
    • Retainage cannot be released automatically with the Acumatica Cloud ERP integration. Users must release retainage manually in Acumatica Cloud ERP. Invoices containing retainage release can still be synced, but the retainage will not be released. Invoices which only release retainage will not be sent at all.
    • Materials Presently Stored and Materials Retainage are not supported with the Acumatica Cloud ERP integration. These values will be ignored when sending invoices to Acumatica Cloud ERP. 
    • Acumatica Cloud ERP cannot accept images alongside invoices sent from Procore. Instead, Procore will send a link to the invoice within Procore, so that Acumatica Cloud ERP users can view all related documentation. This will require that those Acumatica Cloud ERP users have the correct permissions in Procore.

Prerequisites

Workflow

To create and export invoices, there are two (2) workflows that must be completed in this order:

  1. View the 'Create Your Subcontractor Invoices in Procore' workflow icon-workflow.png
  2. View the 'Export Your Approved Subcontractor Invoices to ERP' workflow icon-workflow.png

Steps

Create Your Subcontractor Invoices in Procore

The steps in the subcontractor invoice workflow are designed for use by your team's invoice administrator(s). You also have the option to either create all of your project's subcontractor invoices on behalf of your invoice contacts or to invite your invoice contacts to submit their own invoices:

  1. Add at least one (1) invoice contact to the purchase order or subcontract using one (1) of these tools:
  2. Create a billing period using the Invoicing tool:
  3. Decide who can create invoices for your Procore project. Users have these choices:
  4. After the invoices are created, a user with 'Admin' level permissions must review it. See Review a Subcontractor Invoice as an 'Admin.'
    •  If you are an 'Invoice Contact' who has also been granted 'Standard' permission on a project's Commitments tool, you can check the status of the line items on your invoice, see any comments left by the person who reviewed your invoice submission and adjust those line item amounts as needed to resubmit your invoice for another review. To learn more, see Revise & Resubmit an Invoice as an Invoice Contact.

Export Your Approved Subcontractor Invoices to ERP

  1. Send Subcontractor Invoices to ERP Integrations for Accounting Acceptance
    Note: If you need to make changes to an invoice before the data has been accepted by an accounting approver for export to Acumatica Cloud ERP, see:
  2. Accept or Reject Subcontractor Invoices for Export to Acumatica Cloud ERP

See Also