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Procore

Quickbooks® Online Detailed Data Mapping

Overview

The Procore + QuickBooks® Online connector is only available in the US at this time.


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

Custom 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 erp-orange-arrows.png   Service Item Name
Cost Code/Cost Type Description erp-orange-arrows.png   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   erp-green-arrows.png

Project Name

Project Number   erp-green-arrows.png

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 erp-orange-arrows.png erp-green-arrows.png Vendor Company Name

Address
City
State
ZIP
Country

erp-orange-arrows.png erp-green-arrows.png Address
City
State
ZIP
Country
Business Phone erp-orange-arrows.png erp-green-arrows.png Phone Number
Business Fax erp-orange-arrows.png erp-green-arrows.png Fax
Email Address erp-orange-arrows.png erp-green-arrows.png Email
Website erp-orange-arrows.png erp-green-arrows.png Website
Entity Type: EIN erp-orange-arrows.png   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   erp-green-arrows.png 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® Desktop
Direct Cost Type     Cost Type
Invoice   erp-green-arrows.png Vendor Bill
Expense   erp-green-arrows.png Expense
Expense   erp-green-arrows.png Vendor Credit
Expense   erp-green-arrows.png Credit Card Credit
Direct Cost      
Item Date   erp-green-arrows.png Transaction Date
Status   erp-green-arrows.png Automatically set to Approved
Description (Header)   erp-green-arrows.png Description (Bill No. or Expense Ref no.)
Vendor   erp-green-arrows.png Vendor
Invoice #   erp-green-arrows.png Bill No. (Vendor Bills Only)
Amount   erp-green-arrows.png Amount
Budget Code (Line Item)   erp-green-arrows.png Project Specific Service Item
Description (Line Item)   erp-green-arrows.png Description (Item Details)
Qty., Unit Cost, Amount (Line Item)   erp-green-arrows.png 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 erp-orange-arrows.png   Bill Date
Contractor Company erp-orange-arrows.png   Vendor
Invoice # erp-orange-arrows.png   Bill No.
Payment Date erp-orange-arrows.png   Due Date
Current Payment Due erp-orange-arrows.png   Amount Due
Cost Code (Detail Tab) erp-orange-arrows.png   Service Item
QTY (Detail Tab), if applicable erp-orange-arrows.png   QTY
Unit Price (Detail Tab), if applicable erp-orange-arrows.png   Rate
Value or This Period (Detail Tab) erp-orange-arrows.png   Amount
Project Name erp-orange-arrows.png   Project Name
Total Retainage This Period, if applicable1 erp-orange-arrows.png   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   erp-green-arrows.png Bill Payment Method
Date   erp-green-arrows.png Bill Payment Date
Payment #   erp-green-arrows.png Ref no.
Check / Ref #   erp-green-arrows.png Ref no.
Notes   erp-green-arrows.png Memo
Amount   erp-green-arrows.png 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 erp-orange-arrows.png   Customer: Project
Invoice No. erp-orange-arrows.png   Invoice No. 2
Billing Date 1 erp-orange-arrows.png   Invoice Date
Invoice Subtotal Amount erp-orange-arrows.png   Line 1 "Current Payment Due" on the QuickBooks® Online Service Item for Summary AR
Retainage  erp-orange-arrows.png   Line 2 "Current Retainage" on the QuickBooks® Online Service Item for AR Retainage

If blank, then Billing Period End Date is used.