Export Subcontractor Invoices from Procore to QuickBooks

Objective

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

Background

To reduce double-entry and save time, users can now export the invoices that they've created for the purchase orders and subcontracts in Procore to QuickBooks®. Exporting invoices consists of these tasks, which are typically performed by three (3) different users:

1. A subcontractor completes this task:
   1. Submits an invoice to the project team. See Submit an Invoice as a Subcontractor
2. A project manager completes these tasks:
   1. Creates an invoice for a purchase order or subcontract in the Project level Commitments tool. See Create an Invoice on Behalf of a Subcontractor
   2. Sends that invoice to the Company level ERP Integrations tool to be reviewed by an accountant. See Send an Invoice to ERP Integrations for Accounting Acceptance.
3. An accounting approver (see What is the accounting approver role?) completes this task:
   1. Reviews the invoice and then either accepts or rejects it for export. See Accept or Reject an Invoice for Export to QuickBooks.
      Notes:
      • Accepted invoices are exported to the integrated ERP system (e.g., QuickBooks®.
      • Rejected invoices are NOT exported to QuickBooks®. Instead, they are returned to an editable state in the Project level Commitments tool so they can be corrected and re-sent to the ERP Integrations tool for review. 

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:
  • 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 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

Steps

Follow these steps to create the invoice  and then export it to QuickBooks®:

1. Perform the following steps in the Project level Commitments tool and ensure the invoice is in the 'Approved' status:
   • If your company created an invoice on behalf of the subcontractor, ensure these steps are complete: Create an Invoice on Behalf of a Subcontractor and Review Invoices as an Admin.
     OR
   • If a subcontractor created the invoice, ensure these steps are complete: Create Invoice Contacts, Send Subcontractor Invoice Invitations, Submit an Invoice as a Subcontractor, and Review Invoices as an Admin. 
2. 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
3. Accept or Reject a Subcontractor Invoice for Export to QuickBooks® 

See Also

• Are accounting approvers notified when data is awaiting acceptance in the ERP Integrations Tool?