Sync QuickBooks® Bill Payments with Payments Issued in Commitments
Limited Release
The ability to sync QuickBooks® Desktop Bill Payments with Payments Issued in the Commitments tool is currently supported with Procore + QuickBooks® Desktop U.S. Edition. It is NOT currently supported with the Procore + QuickBooks® Desktop Canada Edition. For details on this feature, see How do I setup the subcontractor invoice and payments feature for Procore + QuickBooks® Desktop?Objective
To sync bill payments made in QuickBooks® Desktop 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® Desktop, your project's accountants can enter bill payments in QuickBooks® Desktop against bills synced from Procore and then export those payments into Procore. This feature automatically imports the specified QuickBooks® Desktop 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 invoice, '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:
- The ERP Integrations tool must be configured for QuickBooks® Desktop. See QuickBooks® Desktop: Setup Guide.
- The Export Subcontractor Invoices feature must be enabled. See How do I setup the subcontractor invoice and payments feature for Procore + QuickBooks® Desktop?
- The Commitments tool must be active on the desired project(s). Add and Remove Project Tools.
- The Payments Issued tab must also be enabled in the project's Commitments tool. See Enable the Payments Issued Tab.
- Prerequisites:
- The Sync Payments for Synced Invoices setting can be set to any frequency. See Configure the Sync Schedule for QuickBooks® Desktop.
- The subcontractor invoice for which a payment is being made must first be exported to QuickBooks® Desktop. See Export Subcontractor Invoices from Procore to QuickBooks®.
- The bill payment(s) that you want to sync must be entered in QuickBooks® Desktop. For instructions, see How to Enter and Pay Bills
in the QuickBooks® Desktop Help System.
- Supported Items:
The sync process supports the following payments:- Check and Credit Card payments in QuickBooks® Desktop.
- Full and partial payments in QuickBooks® Desktop.
- 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® Desktop are not deleted automatically from Procore. To delete a synced payment, contact Support.
Steps
Choose one of these options to import your QuickBooks® Desktop 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® Desktop immediately.
- Ensure that these prerequisites have been completed:
- Complete the steps in Export Subcontractor Invoices from Procore to QuickBooks® Desktop.
- Pay the bills that you want to sync in QuickBooks® Desktop. See How to Enter and Pay Bills in the QuickBooks® Desktop Help System.
Note: The sync process supports both full and partial payments in QuickBooks® Desktop.
- Navigate to the ERP Integrations tool.
- Click Subcontractor Invoices.
- Click Sync Payments for Synced Invoices.
- After the next scheduled sync, follow these steps to verify that your bill payments have synced with the project's corresponding commitment:
- Navigate to the project's Commitments tool.
- Locate the desired commitment and click View.
- Verify that the value in the Invoice # matches the bill number in QuickBooks®.
- 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® Desktop at the frequency that has been defined in the ERP Integration tool's Configure Settings page.
- Ensure that these prerequisites have been completed:
- Set the Sync Payments for Synced Invoices setting to the desired frequency. See Configure the Sync Schedule for QuickBooks® Desktop.
- Complete the steps in Export Subcontractor Invoices from Procore to QuickBooks® Desktop.
- Pay the bills that you want to sync in QuickBooks® Desktop. See How to Enter and Pay Bills in the QuickBooks® Desktop Help System.
Note: The sync process supports both full and partial payments in QuickBooks® Desktop.
- After the next scheduled sync, follow these steps to verify that your bill payments have synced with the project's corresponding commitment:
- Navigate to the project's Commitments tool.
- Locate the desired commitment and click View.
- Verify that the value in the Invoice # matches the bill number in QuickBooks® Desktop.
- 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?