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Export Subcontractor Invoices from Procore to QuickBooks

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Objective

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

Background

If you want to export your subcontractor invoices to QuickBooks® Desktop, 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

Demo

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Workflow

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

  1. View the 'Create Your Subcontractor Invoices in Procore' workflow icon-workflow.png
  2. View the 'Export Your Approved Subcontractor Invoices to ERP' workflow icon-workflow.png

Steps

Create Your Subcontractor Invoices in Procore

In Procore, a subcontractor invoice is considered a downstream invoice. The basic steps for creating invoices in Procore include:

Step Description Learn More
Decide who can create invoices in your environment Decide which option is a fit for your Procore project environment:
 
(1) Grant access permissions to provide downstream collaborators with the ability to submit their own invoices in Procore. These users are called invoice contacts.
(2) Collect paper or digital invoices from your downstream collaborators and require your team members to create invoices. 		 What do we need to consider before allowing downstream collaborators to submit invoices in Procore?
Create your project's commitment contracts Create the commitments on your project. Downstream invoices can only be created from an existing commitment.  Create Commitments
Optional: Add invoice contacts to your commitments Optional: If you decide to let downstream collaborators submit their own invoices, you must add the appropriate invoice contact to each commitment.  Add Invoice Contacts to a Purchase Order or Subcontract 1
Create a billing period for your invoices Create a billing period, which defines the start, end, and billing date for an invoice.  Create Manual Billing Periods or Create Automatic Billing Periods 2
Optional: Invite invoice contacts to submit invoices Optional: If an invoice contact is submitting their own invoice, send them an invite to bill.  Send an 'Invite to Bill' to an Invoice Contact 2
Submit invoices by the billing date Optional: If an invoice contact is submitting their own invoice, show them how to respond to an invite to bill. See Accept or Decline an 'Invite to Bill' as an Invoice Contact. 2 Then ask them to complete the steps in Submit a New Invoice as an Invoice Contact. 2

If an invoice administrator is submitting an invoice, follow the steps in Create a Subcontractor Invoice on Behalf of an Invoice Contact. 2		 Create a Subcontractor Invoice 2
Review submitted invoices Once submitted, an invoice administrator can review each line item on the invoice's Schedule of Values and either approve or reject each line item. If one (1) or more line item is rejected, uses can Review a Subcontractor Invoice as an Admin. 2 If all line items are approved, you can change the invoice status to 'Approved'.   Review a Subcontractor Invoice as an Admin 2
Revise and resubmit invoices If an invoice administrator rejects one (1) or more invoice line items, users can make fixes and corrections until all the line items on the invoice's Schedule of Values are approved.  Revise & Resubmit an Invoice as an Invoice Contact 2

1 You can also add invoice contacts using the Project level Commitments tool. See Add Invoice Contacts to a Purchase Order or Subcontract.

2 flag-us.png flag-canada.png These tasks can also be completed with the Progress Billings tool. The Progress Billings tool is only available to Procore customers in the United States and Canada who have implemented the Procore for Specialty Contractors point-of-view dictionary. To learn more, see (Limited Release) Owners & Specialty Contractors Point-of-View Dictionary Options. 

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® Desktop:

  1. 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® Desktop, see:
  2. Accept or Reject a Subcontractor Invoice for Export to QuickBooks® Desktop 

Next Steps

 Limited Release

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

See Also