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Procore

Sync QuickBooks® Bill Pay with Payments Issued in Commitments

Objective

To sync bill payments made in QuickBooks® with the Payments Issued tab in Procore commitments. 

Background

If your company has enabled the ERP Integrations tool and configured it to work with QuickBooks®, your project's accountants can enter bill payments in QuickBooks® against bills synced from Procore and then export those payments into Procore. This feature automatically imports the specified QuickBooks® payments into the Payments Issued tab for subcontracts and purchase orders in the Commitments tool. 

Things to Consider

  • Required User Permission:
    • To perform an on-demand sync with the ERP Integrations tool, 'Admin' level permission on the project's ERP Integrations tool. 
    • To view payments made against subcontractor invoices, 'Read-Only' level permission or higher on the project's Commitments tool.
    • To change the configuration settings in the ERP Integrations tool, 'Admin' level permission on the ERP Integrations tool. 
  • Requirements:
  • Prerequisites:
  • Supported Items:
    The sync process supports the following payments:
    • Check and Credit Card payments in QuickBooks®.
    • Full and partial payments in QuickBooks®. 
    • Changes made to a payment after it is synced. For example, voiding a check. 
  • Limitations:
    • After you configure the sync schedule, the sync process is only supported on new bill payments. It will not be supported on pre-existing bill payments. 
  • Additional Information:
    • Users cannot edit synced payments in Procore. 
    • Users can add or edit attachments in Procore.
    • User can add or edit the Payment number in Procore.
    • Synced payments deleted in QuickBooks® are not deleted automatically from Procore. To delete a synced payment, send an email request to ERPsupport@procore.com

Steps

Choose one of these options to import your QuickBooks® bill payments for subcontractor invoices that have already been synced with Procore. 

Perform an On-Demand Payment Sync

If you have 'Admin' level permission on the ERP Integrations tool or if your company has designated you as one of its accounting approvers, an on-demand sync lets you import bill payments made in QuickBooks® immediately. 

  1. Ensure that these prerequisites have been completed:
  2. Navigate to the ERP Integrations tool. 
  3. Click Subcontractor Invoices.
  4. Click Sync Payments for Synced Invoices
  5. After the next scheduled sync, follow these steps to verify that your bill payments have synced with the project's corresponding commitment:
    1. Navigate to the project's Commitments tool. 
    2. Locate the desired commitment and click View
    3. Verify that the value in the Invoice # matches the bill number in QuickBooks®.
    4. Click the Payments Issued tab. A GREEN icon indicates that the bill payment has successfully been synced.
      Note: To learn about ERP icon color codes, see What do the ERP icons mean?

Wait for the Scheduled Payment Sync

A scheduled sync imports bill payments made in QuickBooks® at the frequency that has been defined in the ERP Integration tool's Configure Settings page. 

  1. Ensure that these prerequisites have been completed:
  2. After the next scheduled sync, follow these steps to verify that your bill payments have synced with the project's corresponding commitment:
    1. Navigate to the project's Commitments tool. 
    2. Locate the desired commitment and click View
    3. Verify that the value in the Invoice # matches the bill number in QuickBooks®.
    4. Click the Payments Issued tab. A GREEN icon indicates that the bill payment has successfully been synced.
      Note: To learn about ERP icon color codes, see What do the ERP icons mean?

See Also

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