Quickbooks® Online Detailed 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

¹ 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			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. 

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

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

See Also 

• About the QuickBooks® Online Connector
• Things to Know about QuickBooks® Online