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Procore

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

  • Restrictions:
    • The ability to unlock the Procore budget (see Unlock a Budget), resend data to QuickBooks®, 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

Export a Procore Budget to QuickBooks

Export Budget Modifications to QuickBooks

Workflows

Set Up and Export a Budget

Follow the steps outlined below to set up a budget in Procore and then export it to QuickBooks.


How do you want to set up the project's budget in Procore?
How do you want to set up the pr...


Import a Budget (CSV)
Import a Budget (CSV)


Add a Budget
Line Item

Add a Budget...


Lock a Budget
Lock a Budget


START
START


END
END
BUDGET EXPORTED TO ERP
BUDGET EXPORTE...
LEGEND
LEGEND
Optional Step
Optional Step


Send a Budget to
ERP Integrations for Accounting Acceptance

Send a Budget to...


Accept the budget for export?
Accept the budget for export?


Edit a Budget
Edit a Budget


Resend a Rejected Budget to ERP Integrations for Accounting Acceptance
Resend a Rejected Budget t...

Update and Export a Budget

Follow the steps outlined below to update a budget in Procore and then export it to QuickBooks.



Add a Partial Budget Line Item
Add a Partial Budget L...


START
START


END
END


Create a Budget Modification
Create a Budget Modifi...


Delete a Budget
Line Item

Delete a Budget...


Send a Budget to
ERP Integrations for Accounting Acceptance

Send a Budget to...


Do you need to update the project's budget in Procore?
Do you need to update the proj...


Edit a Budget
Edit a Budget


Resend a
Rejected Budget to
ERP Integrations for Accounting Acceptance

Resend a...
UPDATE OPTIONS
UPDATE O...
Accept or Reject
a Budget for Export to 
ERP

Accept or Reject...
Optional Step
Optional Step
LEGEND
LEGEND
Procore Budget Tool
Procore Budget Tool
ERP Integrations Tool
ERP Integrations Tool
BUDGET EXPORTED TO ERP
BUDGET EXPORTE...

Steps

  1. 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®, 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®. After you sync the budget for the first time, you can also sync an updated Procore budget to QuickBooks®.

See Also