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Procore

Export a 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' level permission on the ERP Integrations tool.
      AND
    • The person's account must be granted the 'Can Push to Accounting' privilege in the Company Directory. To request to enable this privilege, submit a request to your Procore point of contact. This must be enabled for you 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.


Update and Export a Budget

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

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

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