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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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