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Configure Advanced Settings: ERP Integrations for QuickBooks

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Objective

To configure the settings for the ERP Integrations tool for QuickBooks® Desktop. 

Things to Consider

Steps

  1. Navigate to the company's ERP Integrations tool. 
  2. Click Configure Settings icons-settings-gear.png.
  3. Under Connection Settings do the following:
    1. Service URL. Enter the URL for the QuickBooks® Desktop Microservice.
    2. Service User. Enter the username for the QuickBooks® Desktop Microsoft account.
    3. Edit Credentials. Click this link to reveal the Service Password box. Enter the new password for your QuickBooks® Desktop Microservice Account here or click Cancel to keep the current password. 
    4. Status. Shows the current status (i.e., Connected or Not Connected) for the service connection.
    5. Coming Soon Use Events. This setting is reserved for a future feature. 
  4. Under General Settings do the following:
    • Use Procore Contract #. Mark this checkbox to automatically populate the QuickBooks® Desktop ID with the commitment's Contract #.
      Notes: 
      • You can edit this value. 
      • If you leave the checkbox blank, you will be required to enter the QuickBooks® Desktop ID before you can export the commitment.
    • Automatically Add New Cost Codes to Budgets on QuickBooks® Desktop-Integrated Projects. Mark this checkbox to automatically import new cost codes from QuickBooks® Desktop as new budget line items in Procore's Budget tool. 
      Note: New cost codes are only imported when they do NOT exist in the project's Budget tool. 
    • Procore's Budget Direct Cost Columns.
      Choose between these options:
      • Read Only, Populate From QuickBooks® Desktop. Choose this option if you want the data in the 'Direct Cost' column in the project's Budget tool to be Read-Only and populated with data from QuickBooks® Desktop. 
        OR
      • Editable, Do Not Populate From QuickBooks® Desktop. Choose this option if you want the data in the 'Direct Cost' column in the project's Budget tool to be editable and populated with data from the Direct Costs tool in Procore.
        (Notes:
        • If the Direct Costs tool is an active tab on the project, data will always be editable and populated from the Direct Costs tool.
        • If you want to hide the 'Job To Date Costs' column in the Budget tool, mark the Hide Job To Date Costs Column on the Budget box). 
    • Vendors will be Automatically Updated. Choose between these options:
      • Automatically Update Vendors when Refreshing the Vendor List. When a vendor is updated in QuickBooks® Desktop, the vendor data will also be refreshed in Procore. 
        OR
      • Do Not Update Vendors. When a vendor is updated in QuickBooks® Desktop, the vendor data will NOT be refreshed in Procore. 
    • Invoice Retainage Item. Select the desired item from the drop-down list. Your selection will correspond to an item on a subcontractor invoice where the retainage held/released will be tracked after it is exported to QuickBooks® Desktop.
      Notes:
      • This is a required field and you must always make a selection in order to sync subcontractor invoices between Procore and QuickBooks® Desktop.
      • If you do NOT have a retainage item to select, create a new 'Service Item' in QuickBooks® Desktop (e.g., Retainage Payable). Then navigate to the ERP Integrations tool, click the Jobs tab, and click Refresh Job List. After the refresh is complete and the data is successfully synced between QuickBooks® Desktop and Procore, the new item will appear in the Invoice Retainage Item list. The 'Retainage Payable Item' should not be synced with a cost code in Procore.
  5. Click Update.

See Also