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Procore

Add QuickBooks Standard Cost Codes to a Project

Objective

To add 'QuickBooks Standard Cost Codes' at the Company level to a 'Project Cost Codes' list in Procore.

Background

During the course of a construction project, users create commitments (a.k.a., purchase orders and subcontracts) and Commitment Change Orders (CCOs). This sometimes results in the need to add new cost codes to a Procore project. Adding new codes is a multi-step process:

  1. Create the new cost codes in QuickBooks®.
  2. Sync the new cost codes with Procore's 'QuickBooks® Standard Cost Codes' list in the Company level Admin tool.
  3. Follow the Steps below to copy the cost codes from the Company level Admin tool to the 'Project Cost Codes' list in the Project level Admin tool. 

Things to Consider

  • Required User Permissions:
    • To add or edit project cost codes, 'Admin' on the project's Admin tool.
      OR
    • To add or edit project cost codes as a user with 'Standard' or 'Read Only' level permission to the project's Admin tool, the 'Manage Cost Codes' granular permission must be enabled on the permission template associated with your user account on the project. See Grant Granular Permissions in a Permission Template
  • Prerequisites:
  • Limitations:
    • When the ERP Integrations tool is configured for QuickBooks, cost types are NOT utilized in Procore. This is because QuickBooks does not support the 'Cost Types' concept. It is also important to note that QuickBooks 'Classes' are not equivalent to Procore 'Cost Types'.

Steps

Add Standard Cost Codes to a Project

  1. Navigate to the project's Admin tool. 
    This reveals the 'General Project Information' page.
  2. Under 'Project Settings', click Cost Codes.
    This reveals the 'Project Cost Codes' page. The area on the left reveals the 'QuickBooks Standard Cost Codes' list.
  3. In the list on the left, choose one of the following:
    • Click Copy All Codes. This moves all of the 'QuickBooks Standard Cost Codes' at the Company level (i.e., the cost codes that have been synced with QuickBooks) to the 'Project Cost Codes' list in Procore.
      OR
    • Highlight the desired cost code(s) in the 'Standard Cost Codes' list on the left. Then click Copy Selected Codes. This moves only the selected cost code(2) to the 'Project Cost Codes' list in Procore. 
      You have successfully added the Company level 'QuickBooks Standard Cost Codes' to 'Project Cost Codes' list. 
    • NOTE: If a cost code was archived, you cannot add it to a project unless you first unarchive it. See How do I archive and unarchive a cost code?

See Also