Things to Know about the Project Financials + QuickBooks® Online Connector

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 is the only user that may initiate the export from Procore to QuickBooks® Online.

• The Direct Export feature allows you to skip the Accounting Acceptance step for Subcontractor Invoices in the ERP Integrations tool.
  Note: You must still perform the 'Send to ERP' action to initiate the export.

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.

• The integration does not write to the "Class" field in QuickBooks® Online.

Projects

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 cannot be imported to Procore.

Additional Information

• You can link a QuickBooks® Online project to an existing Procore project.

• 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.

• To prevent payroll costs from appearing in Procore's Direct Costs tool, record these transactions against unsynced QuickBooks® Online Items or directly to G/L Accounts (e.g., Journal Entries). The integration does not retrieve these entry types.

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 does NOT sync with QuickBooks® Online.