Sync QuickBooks® Online Bill Payments with Payments Issued in Commitments

Objective

To sync bill payments made in QuickBooks® Online with the Payments Issued tab in Procore commitments. 

Background

If your company has enabled the ERP Integrations tool and configured it to work with QuickBooks® Online, your project's accountants can enter bill payments in QuickBooks® Online against bills synced from Procore and then import those payments into Procore. This feature imports the specified QuickBooks® Online payments into the Payments Issued tab for subcontracts and purchase orders in the Commitments tool. 

Things to Consider

• Required User Permission:
  • To perform an on-demand sync with the ERP Integrations tool, 'Admin' level permission on the project's ERP Integrations tool. 
  • To view payments made against subcontractor invoice, 'Read-Only' level permission or higher on the project's Commitments tool.
• Requirements:
  • The ERP Integrations tool must be configured for QuickBooks® Online. See QuickBooks® Online: Setup Guide.
  • The Export Subcontractor Invoices feature must be enabled. See How do I setup the subcontractor invoice and payments feature for Procore + QuickBooks® Online?
  • The Commitments tool must be active on the desired project(s). Add and Remove Project Tools. 
  • The Payments Issued tab must also be enabled in the project's Commitments tool. See Enable the Payments Issued Tab.
• Prerequisites:
  • The subcontractor invoice for which a payment is being made must first be exported to QuickBooks® Online. See Export Subcontractor Invoices from Procore to QuickBooks®.
  • The bill payment(s) that you want to sync must be entered in QuickBooks® Online. 
• Supported Items:
  The sync process supports the following payments:
  • Check, Credit Card, & Electronic payments in QuickBooks® Online.
  • Full and partial payments in QuickBooks® Online. 
  • Changes made to a payment after it is synced. For example, voiding a check. 
• Additional Information:
  • Users cannot edit synced payments in Procore. 
  • Users can add or edit attachments in Procore.
  • Synced payments deleted in QuickBooks® Online are not deleted automatically from Procore. To delete a synced payment, contact Support.

Steps

See below for the steps to import your QuickBooks® Online bill payments for subcontractor invoices that have already been synced with Procore. 

Perform an On-Demand Payment Sync

If you have 'Admin' level permission on the ERP Integrations tool or if your company has designated you as one of its accounting approvers, an on-demand sync lets you import bill payments made in QuickBooks® Online immediately. 

1. Ensure that these prerequisites have been completed:
   • Complete the steps in Export Subcontractor Invoices from Procore to QuickBooks® Online.
   • Pay the bills that you want to sync in QuickBooks® Online. 
     Note: The sync process supports both full and partial payments in QuickBooks® Online. 
2. Navigate to the ERP Integrations tool. 
3. Click Subcontractor Invoices.
4. Click Sync Payments for Synced Invoices. 
5. After the sync completes, follow these steps to verify that your bill payments have synced with the project's corresponding commitment:
   1. Navigate to the project's Commitments tool. 
   2. Locate the desired commitment and click View. 
   3. Verify that the value in the Invoice # matches the bill number in QuickBooks® Online.
   4. Click the Payments Issued tab. A GREEN icon indicates that the bill payment has successfully been synced.
      Note: To learn about ERP icon color codes, see What do the ERP icons mean?

See Also

• Export Subcontractor Invoices from Procore to QuickBooks® Online