Export a Procore Budget to QuickBooks

Objective

To export a budget from Procore to your company's integrated ERP system. 

Background

The workflow for creating, accepting, and exporting a Procore budget into an integrated ERP system includes these tasks:

1. A project manager performs these tasks:
   • Creates the project budget using the Budget tool.
   • Locks the project's budget.
   • Sends the budget to the ERP Integrations tool for acceptance by an accounting approver. 
2. An accounting approver (see What is the accounting approver role?) performs these tasks:
   • Reviews the budget in the ERP Integrations tool.
   • Submits one (1) of these responses to the budget using the ERP Integrations tool:
     • Accept. Accepts the budget data and exports it from Procore. 
       OR
     • Reject. Rejects the budget and returns it to the Budget tool in an editable state. The data can then be corrected in the Budget tool and then re-sent to the ERP Integrations tool for acceptance by an accounting approver.

Things to Consider

• Required User Permissions:
  • 'Standard' or 'Admin' on the company's ERP Integrations tool.
    AND
  • The person's account must be granted the 'Can Push to Accounting' privilege in the Company Directory.
    Note: To submit a request to be granted this privilege, your company's Procore Administrator must submit request to your Procore point of contact. This privilege can only be granted to individuals by Procore. 
• Prerequisites:
  • The estimate feature in QuickBooks® Desktop must be enabled.
  • Add the QuickBooks® Desktop Job to your company's ERP Integrations tool. See Add a QuickBooks Job to Procore.
  • Create and lock the budget:
    • Set Up a New Budget View
    • Create a Budget Line Item
    • Lock a Budget
  • Update and lock budget:
    • Create a Budget Line Item
    • Create a Budget Modification
    • Lock a Budget
• Limitations:

  • Procore does not currently support sub jobs for QuickBooks® Desktop integrated projects. 

• Restrictions:
  • The ability to unlock the Procore budget (see Unlock a Budget), resend data to QuickBooks® Desktop, add budget line items, and create budget modifications will be disabled until the synced data (i.e., the original budget amount) is visible in the Job Costs Report. See View a QuickBooks Job Costs Report. 

Demos

Workflows

Steps

1. A project manager ( or user with 'Admin' permission on the Budget tool) will:
   1. If you are creating a new Procore budget, see Create a Budget Line Item.
      OR
      If you are updating a Procore budget that has been synced with QuickBooks® Desktop, see Create a Budget Modification. 
   2. Lock a Budget
   3. Send a Budget to ERP for Accounting Acceptance
2. An accounting approver will accept the budget (see Accept or Reject a Budget for Export to QuickBooks). Once accepted, the system exports the budget data from Procore and syncs it to QuickBooks® Desktop. After you sync the budget for the first time, you can also sync an updated Procore budget to QuickBooks® Desktop.

See Also

• Set up a Budget
• Create a Budget Line Item
• Lock a Budget
• Send a Budget to ERP for Export to QuickBooks
• Accept or Reject a Budget for Export to QuickBooks