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Procore

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

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Video content may not accurately reflect the current state of the system, and/or it may be out of date.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. Create Your Subcontractor Invoices in Procore
  2. Export Your Approved Subcontractor Invoices to QuickBooks®

Create Your Subcontractor Invoices in Procore



Accept or Decline an 'Invite to Bill' as an Invoice Contact
Accept or Decline an '...
DRAFT
DRAFT





START
START
Does the purchase order or subcontract have an 'Invoice Contact'?
Does the purchase order or subcontract have...
Add Invoice Contacts to a Purchase Order or Subcontract
Add Invoice Contacts t...
Create Automatic Billing Periods
Create Automatic Billi...


Create Manual Billing Periods
Create Manual Billing...
AUTOMATIC
AUTOMATIC
MANUAL
MANUAL
How do you want to create the current billing period?
How do you want to create the c...
COMMITMENTS
COMMITMENTS
INVOICING
INVOICING
Add an 'Invoice Contact' with the Commitments or Invoicing tool?
Add an 'Invoice Contact' with the Co...


Add Invoice Contacts to a Purchase Order or Subcontract
Add Invoice Contacts t...
INVOICE CONTACT
(an external collaborator)
INVOICE CONTACT...
INVOICE ADMINISTRATOR
(an internal user)
INVOICE ADMINISTRATOR...
Who will create the new invoice?
Who will create the new invoice?
Optional Step
Optional Step
LEGEND
LEGEND
Invoice Administrator (an internal user)
Invoice Administrato...
Invoice Contact
(an external collaborator)
Invoice Contact...
Commitments
Commitments
Invoicing
Invoicing


Create a New Invoice on Behalf of the Invoice Contact
Create a New Invoice o...


END
END


Send an 'Invite to Bill' to an Invoice Contact
Send an 'Invite to...


Revise & Resubmit an Invoice as an Invoice Contact
Revise & Resubmit an I...
REVISE & RESUBMIT
REVISE & RESUBMIT
Does the invoice contact want to submit an invoice for the current billing period?
Does the invoice contact want t...
RECEIVE EMAIL
RECEIVE EMAIL
ACCEPTED
ACCEPTED

Did the Invoice Administrator reject any line items on the invoice?
Did the Invoice Administrator...


END
END
DECLINED
DECLINED

Submit a New Invoice as an Invoice Contact
Submit a New Invoice...
Review an Invoice as an Invoice Administrator
Review an Invoice as an...
Are you using one of the supported ERP Integrations to sync invoices? 
Are you using one of the suppo...
Sage 300 CRE
Sage 300 CRE
QuickBooks
QuickBooks
Are You Using Sage 300 CRE or QuickBooks? 
Are You Using Sage 3...
See the 'Export Approved Subcontractor Invoices to QuickBooks' Workflow
See the 'Export Approved S...
See the 'Export Your Approved Subcontractor Invoices to Sage 300 CRE' Workflow
See the 'Export Your Appro...

Export Your Approved Subcontractor Invoices to QuickBooks

Next, you can export your 'Approved' subcontractor invoices to QuickBooks.



START
START


Resend a Rejected Invoice to ERP Integrations
Resend a Rejected Invo...
END
END
LEGEND
LEGEND
Optional Step
Optional Step
Subcontractor Invoice
Subcontractor Invoice
Complete the 'Create Your Subcontractor Invoices in Procore' Workflow
Complete the 'Create You...
Send Subcontractor Invoices to ERP Integrations for Accounting Acceptance


Send Subcontractor Invoices to ERP Integration for Accounting Acceptance
Send Subcontractor Invoice...
Invoice Administrator
Invoice Administrator
Accounting Approver
Accounting Approver


Accept or Reject an Invoice for Export to QuickBooks
Accept or Reject an I...
Invoice exported to QuickBooks
Invoice exported t...
Accept
Accept
Reject
Reject
Update the invoice as needed
Update the invoice...

Steps

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:

  1. Add at least one (1) invoice contact to the purchase order or subcontract using one (1) of these tools:
  2. Create a billing period using the Invoicing tool:
  3. Decide who can create invoices for your Procore project. Users have these choices:
  4. 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 QuickBooks

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

  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®, see:
  2. 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. 

See Also