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:
- A subcontractor completes this task:
- Submits an invoice to the project team. See Submit an Invoice as a Subcontractor
- A project manager completes these tasks:
- Creates an invoice for a purchase order or subcontract in the Project level Commitments tool. See Create an Invoice on Behalf of a Subcontractor
- 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.
- An accounting approver (see What is the accounting approver role?) completes this task:
- 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.
- Reviews the invoice and then either accepts or rejects it for export. See Accept or Reject an Invoice for Export to QuickBooks.
Things to Consider
- Required User Permissions:
- 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
Steps
Follow these steps to create the invoice and then export it to QuickBooks®:
- 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.
- 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.
- 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: - 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.