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Procore

Accept or Reject Subcontractor Invoices for Export to QuickBooks

Objective

To accept or reject a subcontractor invoice that has been sent to the ERP Integrations tool for acceptance by an accounting approver.

Background

After a user sends an invoice to the ERP Integrations tool for accounting acceptance (see Send Subcontractor Invoices to ERP Integrations for Accounting Acceptance) an accounting approver (see What is the Accounting Approver Role?) has the option to 'Accept' or 'Reject' the invoice as follows:

  • Accept. Accepts the invoice and exports it to QuickBooks. 
    OR
  • Reject. Rejects the invoice and returns it to the Commitments tool where it can be corrected and then re-sent to the ERP Integrations tool for accounting acceptance. See Resend a Rejected Subcontractor Invoice to ERP Integrations for Accounting Acceptance
    Note: If there is at least one (1) invoice in the ERP Integrations tool that's awaiting accounting acceptance, Procore sends an automated email notification to the designated accountant once per day with the subject line 'ERP Integrations Daily Summary.' This notification lists all of items awaiting that person's acceptance.

Things to Consider

Steps

Review an Invoice

  1. Navigate to the company's ERP Integrations tool.
    This reveals the QuickBooks® Integration page. 
  2. Click the Subcontractor Invoices tab.
    Note: If your web browser is minimized, click the More link and select Subcontractor Invoices from the list. 
  3. Under Filter Invoices By, make sure the Ready to Export link is highlighted. 
    The page that appears lists only the invoices that have been sent to the ERP Integrations tool for accounting acceptance. See Send Subcontractor Invoices to ERP Integrations for Accounting Acceptance
  4. Continue with one of the following:

Accept an Invoice

  1. Choose from these options:
    • To select one or more invoices, place a checkmark in the desired boxes. 
      OR
    • To select all invoices, select the checkbox in the GREY area of the table's header.
  2. Click Export.
    This syncs the invoice(s) from Procore with QuickBooks®. This process typically takes a few minutes. 
    • If for any reason an invoice fails to export to QuickBooks®, you can view the failed item(s) by clicking the Failed to Export link in the Views menu in the right pane. 
  3. (Optional) To verify that the sync was successful, log into QuickBooks® and verify that your data appears as expected.

Reject an Invoice

  1. Choose from these options:
    • To select one or more invoices, place a checkmark in the desired boxes. 
      OR
    • To select all invoices, select the checkbox in the GREY area of the table's header.
  2. Enter the reason(s) for rejecting the invoice in the Reason box. Then, click Reject.
    The following events occur:
    • The system removes the invoice from the ERP Integrations tool and returns it to an editable state in the project's Commitments tool in the Invoices tab. 
    • The system sends an automated email notification to the user who created the invoice to alert this person of the 'Reject' response.

See Also