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Procore

Send Subcontractor Invoices to ERP Integrations for Accounting Acceptance

Objective

To send invoices the ERP Integrations tool so they can be accepted by an accounting approver for export to your integrated ERP system

Background

When you create invoices on a Procore project, they must be sent to the ERP Integrations tool in Procore for acceptance by an accounting approver. After acceptance, the system will export the invoice data to your integrated ERP system. After invoices are sent to the ERP Integrations tool, users will NOT be able to edit the invoice in the Commitments tool (with the exception of the invoice's attachments). 

When working with the Procore + QuickBooks® integration, you will need to be aware of what the different icons and ribbons signify in the Commitments tool.

If your company has enabled the ERP Integrations tool for use with an integrated ERP system, color-coded icons and ribbons appear in relevant areas of Procore. This visually highlights your system's ERP integration data, to help you quickly identify its current state. 

ICON RIBBON COLOR DEFINITION
icon-erp-rejected.png ribbon-erp-rejected.png YELLOW Data that was sent ERP Integrations tool for approval has been retrieved from the tool by an end user.
OR
Data that was sent to the ERP Integrations tool has been rejected for export to the integrated ERP system by an accounting approver.
icon-erp-synced.png ribbon-erp-synced.png GREEN Data is synced between Procore and an integrated ERP system.
icon-erp-sent.png ribbon-erp-sent.png BLUE Data was sent to the ERP Integrations tool and is waiting for accounting approver to accept it for export to the integrated ERP system. 
erp-accountant-badge.png   GREEN When a user is designated as an accounting approver, this badge appears next to his or her user profile in the Company and Project Directory. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permission on the project's Commitments tool.
      Note: Typically, the project manager is responsible for sending an invoice that meets the minimum requirements to the ERP Integrations tool for acceptance by an accounting approver. See What is the accounting approver role?
  • Minimum Invoice Requirements:
    • Before you can send an invoice from the Commitments tool to the ERP Integrations tool, the invoice must be in the Approved, Approved as Noted, or Pending Owner Approval status. 
    • A user with 'Admin' level permission on the ERP Integrations tool must designate an unsynced Quickbooks item in the Invoice Retainage Item setting. See Configure Advanced Settings: ERP Integrations for QuickBooks
  • Additional Information:
    • Billing Date. This date in Procore is transferred to {{integrations_QuickBooks} as the Date on a bill. 
    • Payment Due. This date in Procore is transferred to QuickBooks® as the Bill Due date.
      Note: If the Payment Due field is empty, Procore will not transfer ANY dates. This allows Procore to calculate a Bill Due date based on any terms set up for the vendor.
    • Accounting Method. For purchase orders and subcontracts with an amount-based accounting method, Procore sends the dollar amount for each line item to QuickBooks®. For purchase orders and subcontracts with a Unit/Qty accounting method, Procore sends the quantity invoiced for each line item to QuickBooks®.

Steps

Send One or More Subcontractor Invoices from the Invoice Tab

  1. Navigate to the project's Commitments tool.
  2. Click the Billings tab.
    This reveals the Invoices and Billing Periods tabs. 
  3. Click the Invoices tab.
    This page shows a list of the existing invoices for the commitments in the project. 
  4. Choose from these options:
    • To select all of the invoices, select the checkbox in the shaded table header. 
      OR
    • To select one or more invoices, place a checkmark in the desired boxes. 
  5. If the invoices on the commitment are in the Approved, Approved as Noted, or Pending Owner Approval status, click Send to ERP.
    Notes: If you place a checkmark next to an invoice and the Send to ERP button is grayed out and unavailable, it is because the invoices are not in one of the required statuses.

    approved-send-to-erp.png

    The system sends the invoice data to the ERP Integrations tool so it can be reviewed by the accounting approver. After invoices are sent to the ERP Integrations tool, users will NOT be able to edit the invoice in the Commitments tool (with the exception editing the invoice's attachments). 

Send an Individual Subcontractor Invoice to ERP 

  1. Navigate to the project's Commitments tool.
  2. Click the Billings tab.
  3. Click the desired item link in the Commitments column. 
    This opens the commitment in view mode. 
  4. If you need to make any changes, click Edit. Then update the commitment as appropriate. See Edit a Commitment.
    Note: To enable the Send to ERP button in the next step, you must place the item into the Approved, Approved as Noted, or Pending Owner Approval status. 

    commitment-send-to-erp.png
  5. Click Send to ERP.
    Notes:
    • If the Send to ERP button is grayed out and unavailable, hover your cursor over the question mark (?) to learn why.  It is most often because the invoice is not in the Approved, Approved as Noted, or Pending Owner Approval status. 
    • When the Retrieve from ERP button appears, this invoice has successfully been sent to the ERP Integrations tool. An ERP icon also appears. See What do the ERP icons mean?
    • The system sends the invoice data to the ERP Integrations tool so it can be reviewed by the accounting approver. After invoices are sent to the ERP Integrations tool, users will NOT be able to edit the invoice in the Commitments tool (with the exception of editing the invoice's attachments). 

See Also