Export Subcontractor Invoices from Procore to QuickBooks

Objective

To export subcontractor invoices from a Procore project to QuickBooks®.

Background

If you want to export your subcontractor invoices to QuickBooks®, you first need to create them in your Procore project. As described in the Steps and Workflow below, your project team has two options when creating invoices: You can send an 'Invite to Bill' to one of your invoice contacts to allow them to submit their own invoice or you can create an invoice on behalf of an invoice contact.

After your subcontractor invoices are reviewed by a member of your project team and placed into the 'Approved' status, an accounting approver can export your subcontractor invoices as described below.

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 ERP Integrations tool must be enabled on the company account. See Request to Enable ERP Integration for QuickBooks.
The ERP Integrations tool must be configured to work with QuickBooks®. See QuickBooks®: Setup Guide.
Complete all of the steps in How do I setup the subcontractor invoices and payments feature for Procore + QuickBooks?
Your company's Procore Administrator must specify a cost code for the Invoice Retainage Item configuration setting. See Configure Advanced Settings: ERP Integrations for QuickBooks®.
If you plan to export subcontractor invoices from Procore to QuickBooks®, you will need to enable an inventory preference setting. See Which setting do I enable in QuickBooks to export invoices with the ERP Integrations tool?

Demo

Workflow

To create and export invoices, there are two (2) workflows that must be completed in this order:

Create Your Subcontractor Invoices in Procore
Export Your Approved Subcontractor Invoices to ERP

Create Your Subcontractor Invoices in Procore

Export Your Approved Subcontractor Invoices to ERP

Steps

Create Your Subcontractor Invoices in Procore
Export Your Approved Subcontractor Invoices to ERP

Create Your Subcontractor Invoices in Procore

The steps in the subcontractor invoice workflow are designed for use by your team's invoice administrator(s). You also have the option to either create all of your project's subcontractor invoices on behalf of your invoice contacts or to invite your invoice contacts to submit their own invoices:

Add at least one (1) invoice contact to the purchase order or subcontract using one (1) of these tools:
- Commitments. For instructions, see Add Invoice Contacts to a Purchase Order or Subcontract.
- Invoicing. For instructions, see Add Invoice Contacts to a Purchase Order or Subcontract.
Create a billing period using the Invoicing tool:
- Create Manual Billing Periods
- Create Automatic Billing Periods
Decide who can create invoices for your Procore project. Users have these choices:
- Create an invoice on behalf of an 'Invoice Contact'
  Choose this option if you do NOT want to provide your collaborators with access permission to your Procore project. This option requires you to enter the invoice information for your collaborators. For instructions, see Create an Invoice on Behalf of an Invoice Contact.
- Send an 'Invite to Bill' to an Invoice Contact
  Choose this option if you want your collaborators to create their own subcontractor invoices. This option lets the designated 'Invoice Contact' on a commitment access the Create New Invoice form from an email invitation. For instructions, see Send an 'Invite to Bill' to an Invoice Contact.
  - If you receive an invite to bill, you can accept or decline the invite. See Accept or Decline an 'Invite to Bill' as an Invoice Contact.
    - If you accept the invite, you can then Submit a New Invoice as an Invoice Contact.
    - If you decline the invite, you will not create an invoice for the billing period. See Accept or Decline an 'Invite to Bill' as an Invoice Contact.
After the invoices are created, a user with 'Admin' level permissions must review it. See Review a Subcontractor Invoice as an 'Admin.'
- If you are an 'Invoice Contact' who has also been granted 'Standard' permission on a project's Commitments tool, you can check the status of the line items on your invoice, see any comments left by the person who reviewed your invoice submission and adjust those line item amounts as needed to resubmit your invoice for another review. To learn more, see Revise & Resubmit an Invoice as an Invoice Contact.

Export Your Approved Subcontractor Invoices to ERP

Once your subcontractor invoices are in the 'Approved' status, you can follow these steps to export them to QuickBooks®:

Send Subcontractor Invoices to ERP Integrations for Accounting Acceptance
Note: If you need to make changes to an invoice before the data has been accepted by an accounting approver for export to QuickBooks®, see:
- Retrieve a Subcontractor Invoice from the ERP Integrations Before Acceptance
- Resend a Rejected Subcontract Invoice to ERP Integrations for Accounting Acceptance
Accept or Reject a Subcontractor Invoice for Export to QuickBooks®

Next Steps

Limited Release

The ability to sync QuickBooks® Bill Payments with Payments Issued in the Commitments tool is currently supported with Procore + QuickBooks® U.S. Edition. It is NOT currently supported with the Procore + QuickBooks® Canada Edition.

Sync QuickBooks® Bill Payments with Payments Issued in Commitments

Objective

Background

Things to Consider

Prerequisites

Demo

Workflow

Create Your Subcontractor Invoices in Procore

Export Your Approved Subcontractor Invoices to ERP

Steps

Create Your Subcontractor Invoices in Procore

Export Your Approved Subcontractor Invoices to ERP

Next Steps

Limited Release

See Also