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Add QuickBooks Standard Cost Codes to the Company Level Admin Tool

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Objective

To add one (1) or more new cost code(s) to the QuickBooks® Desktop Standard Cost Code segment in the company's Admin tool. 

Background

If you have added new cost codes to the 'QuickBooks® Desktop Standard Cost Codes' segment in the company's Admin tool, those codes will need to be synced with your integrated QuickBooks® Desktop system. To do this, you must first send the new codes to the company's ERP Integrations tool where it can then be accepted for export to QuickBooks® Desktop by an accounting approver. After acceptance, the data is exported to your integrated ERP system where they will appear as 'Service Items' in the QuickBooks® Desktop Items list. 

Important! Anytime you add one (1) or more new cost code(s) to the 'QuickBooks® Desktop Standard Cost Codes' segment in Procore, it is recommend that you always export those new codes to your integrated QuickBooks® Desktop system before attempting to export data that are associated with those codes from other Procore tools (e.g., Budget, Commitments, Change Orders, and so on). 

Things to Consider

  • Required User Permissions:
    • 'Admin' user permissions on the company's Admin tool.
  • Prerequisites:
    • The ERP Integrations tool must be enabled on the the company account.
  • Limitations:
    • Cost codes must not exceed 96 characters due to QuickBooks® Desktop's 'Transaction Detail' reporting limitations. 

Note for QuickBooks® Desktop

When the ERP Integrations tool is configured for QuickBooks® Desktop, cost types are NOT utilized in Procore. This is because QuickBooks® Desktop does NOT support the 'Cost Types' concept. It is also important to note that QuickBooks® Desktop 'Classes' are not equivalent to Procore 'Cost Types'.

Steps

  1. Navigate to the company's Admin tool. 
  2. Under Company Settings, click Work Breakdown Structure. 
  3. Under Segments select Cost Code.
  4. Choose one of the following options:
    1. If your company only has a QuickBooks® Desktop Standard Cost Code list, it appears in this page. Continue with the next step. 
      OR
    2. If your company has multiple cost code lists, locate the QuickBooks® Desktop Standard Cost Code list in the table and click Edit. 
      Notes: The QuickBooks® Desktop Standard Cost Codes list shows all of the codes that are available for use on your company's QuickBooks® Desktop-integrated projects. 
  5. Perform one of the following options depending on the tier of cost code you would like to add. See What is the difference between a flat and tiered segment in Procore's WBS?:
    1. To add a Tier-1 cost code, select Cost Code at the top of the hierarchy tree, then click Add Item and fill in a name and/or description.
    2. To add a Tier 2 cost code, select the Tier 1 cost code that it belongs to from the hierarchy tree, then click Add Item and fill in a name and/or description. 

See Also