QuickBooks® Online: Connects Procore to QuickBooks® Online

Overview

Procore's Accounting Integrations connect Procore with your ERP or Accounting system, uniting the office and field teams with one source of financial project data.

Requirements

Company Administrator permissions to the Procore web application
A compatible edition of QuickBooks® Online (see QuickBooks® Online Compatibility section below)
Procore Financial Management Tools (including the Invoicing Tool if you want to sync invoice data)
QuickBooks® Online Projects (Sub-Customers need to be converted to Projects in order to be used with the integration)

QuickBooks® Online Requirements

The QuickBooks® Online Connector supports these editions of QuickBooks® Online:

Country

QuickBooks® Online Editions

Simple Start

Essentials

Plus

Advanced

All Regions

(APAC, CAN, EMEA, LATAM, and the US)

QuickBooks® Online

Note: For all regions, sales tax for non-US locations will need to be configured differently.

Popular Tutorials (view all)

Top FAQ (view all)

Quick Links

View this integration on Procore's App Marketplace

Availability of ERP connectors is dependent on several factors, including the country or region in which your business operates. To learn whether or not an integration is available in your area, contact your Procore point of contact.

Tutorials

FAQ

Workflows

Permissions

Important

Several available actions in the ERP Integrations tool also require Accounting Approver permissions. An Accounting Approver is a user with either 'Standard' or 'Admin' level permissions to the ERP Integrations tool who has been granted the 'Can Push to Accounting' privilege.

Not all ERP connectors support every action described below. To learn more about your connector's supported functions, see Things to Know About your ERP Integration.

Action	Standard	Admin	Notes
Accept or Reject Cost Codes for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject Owner Invoices for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject Subcontractor Invoices for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject a Budget for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject a CCO for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject a Commitment for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject a Company for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject a PCCO for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject a Project for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject a Sub Job for Export to ERP Web		Also requires Accounting Approver permissions
Add a Procore Project to your ERP System Web
Add an ERP Company to the Procore Company Directory Web
Add an ERP Job to Procore Web
Archive an ERP Company in Procore Web
Assign Default Cost Types To ERP Standard Cost Codes Web
Configure Advanced Settings: ERP Integrations Web
Configure the Sync Schedule for your ERP Integration Web
Enable or Disable ERP Direct Exports Web
Import a Budget from ERP Web
Import a Prime Contract from an Integrated ERP System into Procore Web
Import an ERP Sub Job to a Procore Project Web
Link ERP Companies to Procore Companies Web
Refresh the Companies List for ERP Web
Refresh the Cost Codes on an ERP Integrated Project Web
Send, Retrieve, or Resend Items to ERP Integrations for Accounting Acceptance Web			These actions do NOT require permissions to the ERP Integrations tool. Sending items to ERP for accounting acceptance requires 'Admin' level permissions on the tool where the item is located.
Sync Job Cost Transactions from an Integrated ERP into Procore Web
Sync Paid Invoice Notifications from ERP into Procore Web
Unlink CCOs Synced with ERP Web
Unlink Commitments Synced with ERP Web
Unlink Owner Invoices Synced with ERP Web
Unlink PCCOs Synced with ERP Web
Unlink Subcontractor Invoices Synced with ERP Web
Unlink a Company Synced with ERP Web
View a List of Synced Sub Jobs Web	Requires additional tool permissions	Requires additional tool permissions	Also requires 'Admin' level permissions to the Company level Directory tool, or 'Standard' level permissions with the 'Create New Project' granular permission.
View an Accountant Report for ERP Web
View an ERP Job Costs Report Web		Requires additional tool permissions to view at the project level	'Admin' level permissions to the ERP Integrations tool allows users to view this report at the Company level. To view at the Project level, users also require: 'Read-only' level permission or above on the project's Reports tool. AND 'Admin' level permission on the project's Budgets tool. OR 'Admin' level permission on the project's Prime Contract tool.
View an ERP Unsyncable Direct Costs Report Web			Users do NOT require permissions to the ERP Integrations tool to view this report. They do require: 'Read-only' level permission and above on the project's Reports tool AND 'Admin' level permission on the project's Budgets tool OR 'Admin' level permission on the project's Prime Contract tool.
View the Archived Companies List for ERP Web	Also requires Accounting Approver permissions	Also requires Accounting Approver permissions

Release Notes

Below are the notable changes to the Procore + QuickBooks® Online integration.

Recent Changes

PDF Attachment Support When Exporting Owner Invoices to QuickBooks® Online (09/24/2024)

You can now sync the PDF attachment summary sheet to owner invoices when exporting to QuickBooks® Online. This feature enables you to provide detailed, clear information to your owners for better communication and transparency. Previously, only two line items from the summary of values could be synced when exporting owner invoices. This feature will be applied to all newly exported owner invoices going forward. See Export Owner Invoices from Procore to ERP.

the QuickBooks® Online CONNECTOR is now available in all regions (09/02/2024)

QuickBooks® Online is now supported in all regions. To learn more, see About the QuickBooks® Online Connector.

New! Sync Owner Invoices with the QuickBooks® Online CONNECTOR (01/04/2023)

You can now export owner invoices from Procore directly to your integrated QuickBooks® Online system using Procore's QuickBooks® Online Connector. This feature will NOT be automatically available. Reach out to your Procore point of contact to request to enable this feature.

To learn more about how owner invoices are exported through the integration, see Export Owner Invoices from Procore to ERP and Detailed Data Mapping for QuickBooks® Online.

NEW! PROJECT FINANCIALS + QuickBooks® Online CONNECTOR (02/17/2023)

With Procore + QuickBooks® Online, you can align project management and accounting using Procore’s seamless integration with QuickBooks® Online. Synchronize cost data for all of your projects in one location, standardize your accounting processes, and take your business to the next level.

To learn more about the integration, see About the QuickBooks® Online Connector or visit the QuickBooks® Online page on Procore's App Marketplace.

Things to Know

Background

Each of Procore's available ERP connectors perform the basic function of syncing data between the ERP system and Procore, usually in the same way as other connectors. However, each connector has a unique set of items it can sync, and the way those items are synced will vary based on how that ERP system and its corresponding integration are built to function.

QuickBooks® Online, like all ERP integrations, has some key considerations, limitations, and things to know about how each Procore object is synced. Those considerations, limitations, and things to know are outlined in the table below according to tool or item being synced.

Things to know about the QuickBooks® Online Connector

Procore Item or Setting	Considerations, Limitations, and Requirements
configuration settings & sync schedule	Considerations The QuickBooks® Online integration will be associated with a QuickBooks® Online Admin user. We will provide an email address to associate a new QuickBooks® Online Admin user with during implementation. If a QuickBooks® Online user seat is not available to create a new Admin user, an existing Admin user can be associated with the integration. Limitations Only QuickBooks® Online Plus or Advanced subscriptions are supported. (Simple Start and Essentials are NOT supported, as they do not support the Projects feature in QuickBooks® Online.) The integration is limited to (1) QuickBooks® Online Company per (1) Procore site. (A separate QuickBooks® Online company for each project is NOT supported.) Data from these Procore tools and items do NOT sync with QuickBooks® Online: Prime Contracts/Prime Contract Change Orders (PCCOs) Prime Contract Invoices and Payments Budgets Commitments (Subcontracts and Purchase Orders)/Commitment Change Orders (CCOs) Timecards/Timesheets Additional Information IMPORTABLE DATA: The automatic background sync schedule is once daily job syncs (job costs) for integrated projects. On demand syncs may be initiated within Procore for importable Jobs, Vendors, Job Costs, and Subcontractor Invoice Payments. EXPORTABLE DATA: The automatic background sync schedule for budgeted Project WBS codes takes place once every five (5) minutes. All other exportable records (vendors and subcontractor invoices) must be approved/accepted by an Accounting Approver, who are the only users that may initiate the export from Procore to QuickBooks® Online.
work breakdown structure (wbs)	Considerations Project WBS Codes (Cost Codes + Cost Type) in Procore equate to Service type Items in your QuickBooks® Online Products and Services List. There will be (1) Company Level cost code list for use with all QuickBooks® Online-integrated projects in Procore. As WBS Codes (Cost Codes + Cost Type) are added as budget line items on an integrated Project in Procore, the integration will automatically create corresponding project-specific Service Items in the QuickBooks® Online Products and Services List. The format of those Service Items will be [project number in Procore]-[cost code].[cost type] Custom WBS segments ARE supported. If custom WBS segments are used on an integrated project, they will be built into the QuickBooks® Online Service Item name in the same order that they are arranged in Procore. 'Item (Service)' refers to a 'Project WBS Code' in Procore. Limitations Single tier cost codes are NOT supported. The QuickBooks® Online ERP Integration Standard Cost Codes in your Procore site must be in a 2 (or more) tier format. Sub Jobs are NOT supported. Syncing Procore Project WBS Codes with QuickBooks Items of any other type (inventory, non-inventory, etc.) or directly with G/L Accounts from your QuickBooks® Online Chart of Accounts is NOT supported.
projects	Considerations Projects that are in-progress or created before connection of the integration cannot be synced. Professional Services for assistance with integrating in-progress/pre-existing project records are available for an additional fee. Limitations New Projects must be created in QuickBooks® Online, then can be imported to Procore via the integration. The import process will create the corresponding Project in Procore. Currently, Projects created directly in Procore can NOT be exported to QuickBooks® Online. We intend to build that capability as soon as the Intuit developer API allows it. QuickBooks® Online Customers or Sub-Customers can not be imported to Procore. The integration can not link an existing Procore Project to an existing QuickBooks® Online Project. The QuickBooks® Online integration can only sync data on new projects. Any historical projects created before your company's ERP implementation cannot sync data. If you are interested in integrating existing in-progress projects, the ERP Professional Services Team can work with you to define the scope and provide a Statement Of Work (SOW). Please note that ERP Professional Services are not included with the QuickBooks® Online integration implementation process. The cost of ERP Professional Services varies depending on the scope of the project, which will be provided to you for review with the Statement Of Work (SOW). Additional Information When a QuickBooks® Online Project is imported into Procore, the QuickBooks® Online Project Name will populate both the Project Name field and the Project Number field in Procore. This is done to ensure that there is a value in the Project Number field to be built into the name of the project-specific Service Items the integration will create in the QuickBooks® Online Products and Services List. You are welcome to modify the Project Name and/or the Project Number fields in Procore after the QuickBooks® Online Project has been imported into Procore. We recommend that any adjustments to the Project Number field in Procore are completed before any Budget line items are created in Procore. This order of operations will ensure that the project-specific Service Items are created with the desired naming convention for easy identification within QuickBooks® Online.
companies	Considerations 'Vendor' refers to 'Company' in Procore. Companies in the Procore Directory can be synced with Vendors in QuickBooks® Online in (3) different ways: QuickBooks® Online Vendors can be imported to Procore to create a new Company in the Procore Directory. QuickBooks® Online Vendors can be linked to an existing Company in the Procore Directory during import. Companies in the Procore Directory can be exported to QuickBooks® Online to create a new Vendor in QuickBooks® Online. Additional Information The Company in the Procore Directory must be synced with a QuickBooks® Online Vendor before an Invoice associated with that Company in Procore may be exported to QuickBooks® Online. Limitations Changes made to a Vendor in QuickBooks® Online will not currently update the synced Company in Procore. Changes made to a Company in Procore will not update the synced Vendor in QuickBooks® Online. Companies in the Procore Directory can not be exported to QuickBooks® Online as Customers.
DIRECT COSTS	Considerations Job cost transactions directly entered in QuickBooks® Online must be coded to project-specific Service Items that were created by the integration for the integration to retrieve them. Additional Information Job costs that are entered directly in QuickBooks® Online are classified as Direct Costs in Procore, and will be displayed as detailed transactions in the Direct Costs tool in Procore. These synced Direct Costs will be imported with an Approved status, and will not be editable in Procore. If adjustments need to be made to the synced Direct Cost, the modifications should be made directly to the QuickBooks® Online transaction. Then, the synced Direct Cost will be updated to reflect the changes made in QuickBooks® Online when the Job Costs for the project are refreshed by the integration. Limitations Transactions that are coded to unsynced QuickBooks® Online Items or directly to G/L Accounts (e.g. journal entries) can NOT be retrieved by the integration for display as Direct Costs in Procore. If the integration detects mis-coded QuickBooks® Online job costs on an integrated project, a yellow notification banner will be displayed in the project's budget tool in Procore. QuickBooks® Online transactions that have already been synced as Direct Costs in Procore should not be deleted from QuickBooks® Online. The integration can not detect these deletions, so the associated synced Direct Cost would remain on the Project in Procore. The Procore Support team can assist with removing synced Direct Costs associated with deleted QuickBooks® Online transactions. If a transaction is voided in QuickBooks® Online, the associated synced Direct Cost will be updated to $0.00 when the Job Costs for the project are refreshed by the integration.
subcontractor invoices	Considerations 'Vendor Bill' refers to Subcontractor 'Invoice / Commitment Invoice' in Procore. Subcontractor Invoices are invoices entered on Commitments (subcontracts and purchase orders) in Procore. These can be exported to QuickBooks® Online to create Vendor Bills. Additional Information The Commitment Company must be synced with QuickBooks® Online before the Invoice can be exported to QuickBooks® Online. If you need to unlink an invoice that is already synced with QuickBooks® Online you must first delete the invoice in QuickBooks® Online. Limitations If the Multi-currency setting is enabled in QuickBooks® Online, only invoices associated with QuickBooks® Online Vendors that have the same currency setting as the QuickBooks® Online home currency may be exported.
COMMITMENT PAYMENTS ISSUED	Considerations With U.S. versions of QuickBooks® Online, the payment information for synced Subcontractor Invoices can be imported to Procore. The payment information will be displayed on the Commitment → Payments Tab in Procore. Limitations Synced Subcontractor Invoices payments can NOT be retrieved from non-U.S. versions of QuickBooks® Online.
Owner invoices	Considerations Owner Invoices are invoices entered on Prime Contracts in Procore. These can be exported to QuickBooks® Online to create Customer Invoices. The Billing Date in Procore will populate the Invoice Date in QuickBooks Online. If the Billing date is left blank in Procore, the Invoice Date in QuickBooks Online will be populated with the Procore Billing Period End Date. During the Owner Invoice configuration process, your team will select a Service Item from your QuickBooks Online Products and Services list to be used for the Subtotal amount due, and another Service Item to be used for the Retainage held/released. You can choose to use the same Service Item for both of these summary values if you prefer. Additional Information The invoice must be in an 'Approved' status to export successfully. The invoice lines in Procore are summarized on the QuickBooks Online invoice: Subtotal amount due Retainage held/released (if applicable) If you need to unlink an invoice that is already synced with QuickBooks® Online you must first delete the invoice in QuickBooks® Online. Limitations The Invoice Number field has a 21 character limit in QuickBooks Online, so your invoice number must be 21 characters or less in Procore. The 'Send to ERP' button is only available when opted in to the Modernized Owner Invoice Beta experience. If the Multi-currency setting is enabled in QuickBooks® Online, only invoices associated with QuickBooks® Online Customers that have the same currency setting as the QuickBooks® Online home currency may be exported.
Budgets, Commitments (Subcontracts and Purchase Orders), Owner Invoice Payments, Prime Contracts, Prime Contract Change Orders (PCCOs), Timecards, Timesheets	Limitations Data from these Procore tools and items do NOT sync with QuickBooks® Online

Data Mapping

Overview

The Procore + QuickBooks® Online connector is available in all regions.

PROCORE	Exports data from Procore to QuickBooks® Online	Imports data from QuickBooks® Online to Procore	QuickBooks® Online
PROJECT WBS CODES¹			ITEMS (SERVICES)
PROJECTS			PROJECTS
COMPANIES			VENDORS ²
DIRECT COSTS			BILLS / EXPENSES / VENDOR CREDITS / CREDIT CARD CREDITS
SUBCONTRACTOR INVOICES ³			BILLS
COMMITMENT PAYMENTS ISSUED ⁴			BILL PAYMENTS
OWNER INVOICES			CUSTOMER INVOICES

¹Custom WBS Segments ARE supported with the QuickBooks® Online connector.

² Procore does not export 'Customers' data to QuickBooks® Online.

³ Subcontractor invoices with negative values do not sync between systems.

⁴ Import of subcontractor payment records from QuickBooks® Online is only supported in US Editions. Export of payment records from Procore to QuickBooks® Online is only available to companies that license Procore Pay.

Project WBS Codes

The QuickBooks® Online integration will create a new Company level cost code list in Procore for use with the integration. In Procore, the Cost Codes can be found in the Work Breakdown Structure → Cost Codes section in the Company Admin Tool under QuickBooks® Online ERP Integration Standard Cost Codes.

When WBS Codes are used on a QuickBooks® Online integrated project in Procore, the integration will create a corresponding Service Item in the QuickBooks® Online Products & Services list. The Service item/s created in QuickBooks® Online will be in the following format*: [project number]-[cost code].[cost type]

PROCORE	Exports data from Procore to QuickBooks® Online	Imports data from QuickBooks® Online to Procore	QuickBooks® Online
WBS Code			Service Item Name
Cost Code/Cost Type Description			Description on Purchase Transactions

*Note that if the project number field is blank in the Procore project Admin Tool, the value from QuickBooks Online ID field will be used instead

Projects

Project information in QuickBooks® Online can be found in the Projects menu section.

Note

QuickBooks® Online Customers and Sub-Customers cannot be imported to Procore.

PROCORE	Exports data from Procore to QuickBooks® Online	Imports data from QuickBooks® Online to Procore	QuickBooks® Online
Project Name			Project Name
Project Number			Project Name

Vendors

When a Company is exported from Procore to QuickBooks® Online, a new Vendor record is automatically created in QuickBooks® Online.

In QuickBooks® Online, the Vendor setup can be found under Vendors. Procore Companies can be found in the Directory.

PROCORE	Exports data from Procore to QuickBooks® Online	Imports data from QuickBooks® Online to Procore	QuickBooks® Online
Name			Vendor Company Name
Address City State ZIP Country			Address City State ZIP Country
Business Phone			Phone Number
Business Fax			Fax
Email Address			Email
Website			Website
Entity Type: EIN			Business ID No.

Job Costs

Job costs import from QuickBooks® Online only. Cost information is retrieved from QuickBooks® Online for each synced WBS Code for use in 2 locations in Procore: the Direct Costs tool, and the Budget tool.

PROCORE	Exports data from Procore to QuickBooks® Online	Imports data from QuickBooks® Online to Procore	QuickBooks® Online
Direct Costs¹			Bills, Expenses, and Vendor Credits

¹QuickBooks® Online Vendor Bills that were created by the integration (synced Subcontractor Invoices) are excluded from the Direct Costs import.

Job Cost Transaction Details

Import from QuickBooks® Online only. This provides transaction detail for the costs displayed in Procore, and if the budget view is configured properly the values of those transactions can be viewed into the Direct Costs or JTD Cost columns for a budget line item.

PROCORE	Exports data from Procore to QuickBooks® Online	Imports data from QuickBooks® Online to Procore	QuickBooks® Online
Direct Cost Type			Cost Type
Invoice			Vendor Bill
Expense			Expense
Expense			Vendor Credit
Expense			Credit Card Credit
Direct Cost
Item Date			Transaction Date
Status			Automatically set to Approved
Description (Header)			Description (Bill No. or Expense Ref no.)
Vendor			Vendor
Invoice #			Bill No. (Vendor Bills Only)
Amount			Amount
Budget Code (Line Item)			Project Specific Service Item
Description (Line Item)			Description (Item Details)
Qty., Unit Cost, Amount (Line Item)			Qty., Rate, Amount

Subcontractor Invoices

When a subcontractor invoice is exported from Procore to QuickBooks® Online, a Vendor Bill is automatically created in QuickBooks® Online. In Procore, Subcontractor Invoices are accessed from Invoices in the project Commitments tool & Subcontractor Invoices in the project Invoicing tool.

In QuickBooks® Online, Vendor Bills are accessed from the Bills section in the Expenses menu.

PROCORE	Exports data from Procore to QuickBooks® Online	Imports data from QuickBooks® Online to Procore	QuickBooks® Online
Billing Date			Bill Date
Contractor Company			Vendor
Invoice #			Bill No.
Payment Date			Due Date
Current Payment Due			Amount Due
Cost Code (Detail Tab)			Service Item
QTY (Detail Tab), if applicable			QTY
Unit Price (Detail Tab), if applicable			Rate
Value or This Period (Detail Tab)			Amount
Project Name			Project Name
Total Retainage This Period, if applicable¹			Amount (on separate line item for retainage)

¹If used in Procore, retainage is coded to an Item record in QuickBooks® Online that is assigned in the integration settings during configuration. Retainage is not coded to a synced cost code Item.

Commitment Payments Issued

Commitment Payments Issued imported from QuickBooks® Online only. When a subcontractor invoice is exported from Procore to QuickBooks® Online, a Vendor Bill is automatically created in QuickBooks® Online. When the Vendor Bill is paid the payment information can be retrieved from QuickBooks® Online for display in Procore.

In Procore, Subcontractor Invoices Payments are accessed from Payments Issued in the project Commitments tool. In QuickBooks® Online, Bill Payments are accessed from the Expenses menu.

PROCORE	Exports data from Procore to QuickBooks® Online	Imports data from QuickBooks® Online to Procore	QuickBooks® Online
Payment Method			Bill Payment Method
Date			Bill Payment Date
Payment #			Ref no.
Check / Ref #			Ref no.
Notes			Memo
Amount			Payment Amount

Owner Invoices

When an owner invoice is exported from Procore to QuickBooks® Online, a Customer Invoice is automatically created in QuickBooks® Online. In Procore, Owner Invoices are accessed from the Invoices tab in the project's Prime Contracts tool, or from the Owner Invoices tab in the project Invoicing tool.

In QuickBooks® Online, Customer Invoices are accessed from the Invoices section in the Sales menu.

PROCORE	Exports data from Procore to QuickBooks® Online	Imports data from QuickBooks® Online to Procore	QuickBooks® Online
Project			Customer: Project
Invoice No.			Invoice No. ²
Billing Date ¹			Invoice Date
Invoice Subtotal Amount			Line 1 "Current Payment Due" on the QuickBooks® Online Service Item for Summary AR
Retainage			Line 2 "Current Retainage" on the QuickBooks® Online Service Item for AR Retainage

¹If blank, then Billing Period End Date is used.

Overview

Requirements

QuickBooks® Online Requirements

Tutorials

FAQ

Workflows

Create and Sync a Project

Create and Sync Vendors

Export Subcontractor Invoices

Permissions

Important

Important

Release Notes

Recent Changes

PDF Attachment Support When Exporting Owner Invoices to QuickBooks® Online (09/24/2024)

the QuickBooks® Online CONNECTOR is now available in all regions (09/02/2024)

New! Sync Owner Invoices with the QuickBooks® Online CONNECTOR (01/04/2023)

NEW! PROJECT FINANCIALS + QuickBooks® Online CONNECTOR (02/17/2023)

Things to Know

Background

Things to know about the QuickBooks® Online Connector

Procore Item or Setting

Considerations, Limitations, and Requirements

configuration settings & sync schedule

work breakdown structure (wbs)

projects

companies

DIRECT COSTS

subcontractor invoices

COMMITMENT PAYMENTS ISSUED

Owner invoices

Budgets, Commitments (Subcontracts and Purchase Orders), Owner Invoice Payments, Prime Contracts, Prime Contract Change Orders (PCCOs), Timecards, Timesheets

See Also

Data Mapping

Overview

Project WBS Codes

Projects

Note

Vendors

Job Costs

Job Cost Transaction Details

Subcontractor Invoices

Commitment Payments Issued

Owner Invoices

See Also