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.
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 |
|
|
Address City State ZIP Country |
| Business Phone | |
|
Phone Number |
| Business Fax | |
|
Fax |
| Email Address | |
|
|
| 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.