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Procore

Workflows

The following workflow diagrams explain the order of operations when creating certain types of items in a Procore account that's integrated with Quickbooks.


Create and Sync a Project

Follow the steps below to set up a new project. There are two (2) ways to integrate a QuickBooks Job with a Procore Project:

  1. You can add a new project in Procore and export it to QuickBooks.
    OR
  2. You can create a job in QuickBooks, add it as a project in Procore, and then sync the QuickBooks data with the Procore project.


END
END
LEGEND
LEGEND
Performed in ERP system
Performed in ERP system
Optional Step
Optional Step


Create a New Project
Create a New Project


START
START
Does the job/project already exist in Procore and QuickBooks?
Does the job/project alre...
Where do you want to create the new job/project?
Where do you want to create...
Existing jobs/projects cannot be integrated
Existing jobs/projects...


Create a Job in QuickBooks
Create a Job in QuickB...
PROCORE
PROCORE
QUICKBOOKS
QUICKBOOKS
Did you configure the project to use QuickBooks Standard Cost Codes?
Did you configure the proje...
Integrated Projects Require QuickBooks Standard Cost Codes
Integrated Projects Require QuickBo...


END
END


Add a QuickBooks Job to Procore
Add a QuickBooks Job t...


END
END


Add a Procore Project to QuickBooks
Add a Procore Project...


Send a Procore Project to ERP Integrations for Accounting Acceptance
Send a Procore Project to...


Accept or Reject a Project for Export to QuickBooks
Accept or Reject a Pro...
PROJECT SYNCED TO QUICKBOOKS
PROJECT SYNCED TO...


Update General Project Information
Update General Project...
Do you want to enable job cost transaction syncing?
Do you want to enable job cost...


Enable Job Cost Transaction Syncing on a Procore Project
Enable Job Cost Transa...


END
END
JOB SYNCED TO PROCORE
JOB SYNCED TO...

Create and Sync Vendors

 

Create a Vendor in QuickBooks
Create a Vendor in Qui...
PROCORE
PROCORE
QUICKBOOKS
QUICKBOOKS

 

START
START

 

END
END
LEGEND
LEGEND
Performed in ERP system
Performed in ERP system

 

Where did you create the vendor/company record?
Where did you create the vendo...

 

Does a matching company record exist in Procore?
Does a matching company record...

 

Where did you create the company record?
Where did you create the...

 

Add a Company to the Project Directory
Add a Company to the Pr...

 

Add a Company to the Company Directory
Add a Company to the Com...
PROJECT DIRECTORY
PROJECT DIR...
COMPANY DIRECTORY
COMPANY DIR...

 

Add a QuickBooks Vendor to Procore's Company Directory
Add a QuickBooks Vendor...

 

Does a matching vendor record exist in QuickBooks?
Does a matching vendor record exi...
AUTO-ADDED TO COMPANY DIRECTORY
AUTO-ADDED TO...

 

Link Vendors in QuickBooks to Matching Companies in Procore
Link Vendors in QuickBoo...

 

Export a Procore Company Record to QuickBooks
Export a Procore Compan...

Set Up and Export a Budget

Follow the steps outlined below to set up a budget in Procore and then export it to QuickBooks.


How do you want to create your project's budget in Procore?
How do you want to create your...


Import a Budget (CSV)
Import a Budget (CSV)


Add a Budget
Line Item

Add a Budget...


Lock a Budget
Lock a Budget


START
START


END
END
BUDGET EXPORTED TO QuickBooks
BUDGET EXPORTE...
LEGEND
LEGEND
Optional Step
Optional Step


Send a Budget to
ERP Integrations for Accounting Acceptance

Send a Budget to...


Accept the budget for export?
Accept the budget for export?


Edit a Budget
Edit a Budget


Resend a Rejected Budget to ERP Integrations for Accounting Acceptance
Resend a Rejected Budget t...

Update and Export a Budget

Follow the steps outlined below to update a budget in Procore and then export it to QuickBooks.


Create and Export Commitments

Follow the steps below to create commitments in Procore and then export them to QuickBooks.


Set Up the Export Subcontractor Invoices Feature

Follow the steps below to setup the subcontractor invoices any payments feature for Procore + QuickBooks®. If you are using the US or Canada edition of QuickBooks®, this lets you export subcontractor invoices from Procore to QuickBooks®.

 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. 



How do I set up the subcontractor invoices and payments feature for Procore + QuickBooks
How do I set up the subcontractor invoi...


Create a Service Item Named 'Retainage'
Create a Service Item...



START
START
LEGEND
LEGEND
Performed in ERP system
Performed in ERP system
Optional Step
Optional Step


Export Subcontractor Invoices from Procore to QuickBooks
Export Subcontractor Invo...


Enable the 'Inventory and Purchase Orders are Active' Setting
Enable the 'Inventory...
Setup the Subcontractor Invoices and Payments Feature for Procore + QuickBooks
Setup the Subcontractor Inv...
Is Procore integrated with the US Edition of QuickBooks?
Is Procore integrated w...
Sync QuickBooks Bill Payments with Payments Issued in Commitments
Sync QuickBooks Bill Paym...
Do you want to sync QuickBooks bill payments to Payments Issued in Commitments?
Do you want to sync Quic...


END
END
QUICKBOOKS
QUICKBOOKS
PROCORE
PROCORE
SUBCONTRACTOR INVOICES SYNCED
SUBCONTRACTOR INVO...
BILL PAYMENTS SYNCED
BILL PAYMENTS SY...

Create and Export Subcontractor Invoices

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

The first step is to create your invoices and approve them. To do this, follow the steps in the workflow below. 



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...

Create and Export CCOs

Follow the steps outlined below to create CCOs in Procore and then export them to QuickBooks.


Create Standard Cost Codes in Procore and Sync to QuickBooks