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Procore

QuickBooks® Desktop: Connects Procore to QuickBooks® Desktop

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Using the Quickbooks® Web Connector with Procore
 
Sync Procore Companies with QuickBooks®
 
Sync Projects with QuickBooks® Jobs
 
Set Up Your Payroll Export for QuickBooks®
 
Export a Procore Budget to QuickBooks®
 
Export a Budget Modification to QuickBooks®
 
Export a Commitment to QuickBooks®
 
Export a CCO to QuickBooks®
 
Export Time Entries and Import to QuickBooks®
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

QuickBooks® - Export a Procore Budget

 

QuickBooks® - Export a Budget Modification

 

QuickBooks® - Export a Commitment

 

QuickBooks® - Export a CCO

 

QuickBooks® - Sync Procore Companies

 

QuickBooks® - Sync Projects with QuickBooks® Jobs

 

Quickbooks Marketing Video

QuickBooks® - Add New Standard Cost Codes

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Using the QuickBooks Web Connector with Procore

In-Depth Overview of the Procore and QuickBooks Integration

Sync Procore Projects with QuickBooks Jobs

Sync Procore Companies with QuickBooks Vendors

Add New Standard Cost Codes for QuickBooks Integrations

Export a Procore Budget to QuickBooks

Export Budget Modifications to QuickBooks

Export Commitments to QuickBooks

Export Commitment Change Orders (CCOs) to QuickBooks

Export Subcontractor Invoices to QuickBooks

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

The following workflow diagrams explain the order of operations when creating certain types of items in a Procore account that's integrated with Quickbooks.

Create and Sync a Project

Follow the steps below to set up a new project. There are two (2) ways to integrate a QuickBooks Job with a Procore Project:

  1. You can add a new project in Procore and export it to QuickBooks.
    OR
  2. You can create a job in QuickBooks, add it as a project in Procore, and then sync the QuickBooks data with the Procore project.

 

END
END
LEGEND
LEGEND
Performed in ERP system
Performed in ERP system
Optional Step
Optional Step

 

Create a New Project
Create a New Project

 

START
START
Does the job/project already exist in Procore and QuickBooks?
Does the job/project alre...
Where do you want to create the new job/project?
Where do you want to create...
Existing jobs/projects cannot be integrated
Existing jobs/projects...

 

Create a Job in QuickBooks
Create a Job in QuickB...
PROCORE
PROCORE
QUICKBOOKS
QUICKBOOKS
Did you configure the project to use QuickBooks Standard Cost Codes?
Did you configure the proje...
Integrated Projects Require QuickBooks Standard Cost Codes
Integrated Projects Require QuickBo...

 

END
END

 

Add a QuickBooks Job to Procore
Add a QuickBooks Job t...

 

END
END

 

Add a Procore Project to QuickBooks
Add a Procore Project...

 

Send a Procore Project to ERP Integrations for Accounting Acceptance
Send a Procore Project to...

 

Accept or Reject a Project for Export to QuickBooks
Accept or Reject a Pro...
PROJECT SYNCED TO QUICKBOOKS
PROJECT SYNCED TO...

 

Update General Project Information
Update General Project...
Do you want to enable job cost transaction syncing?
Do you want to enable job cost...

 

Enable Job Cost Transaction Syncing on a Procore Project
Enable Job Cost Transa...

 

END
END
JOB SYNCED TO PROCORE
JOB SYNCED TO...

Create and Sync Vendors

 

Create a Vendor in ERP System
Create a Vendor in ERP...
PROCORE
PROCORE
ERP SYSTEM
ERP SYSTEM

 

START
START

 

END
END
LEGEND
LEGEND
Performed in ERP system
Performed in ERP system

 

Where did you create the Vendor/Company record?
Where did you create the Ve...

 

Does the matching company record already exist in Procore?
Does the matching company record...

 

Where did you create the Company in Procore?
Where did you create the C...

 

Add a Company to the Project Directory
Add a Company to the Pr...

 

Add a Company to the Company Directory
Add a Company to the Com...
PROJECT DIRECTORY
PROJECT DIR...
COMPANY DIRECTORY
COMPANY DIR...

 

Import a Vendor from ERP to Procore's Company Directory
Import a Vendor from ER...

 

Does the matching vendor record already exist in ERP System?
Does the matching vendor record alr...
AUTO-ADDED TO COMPANY DIRECTORY
AUTO-ADDED TO...

 

Link Vendors in ERP to Matching Companies in Procore
Link Vendors in ERP to M...

 

Export a Vendor/Company to ERP Integration
Export a Vendor/Company...

Set Up and Export a Budget

Follow the steps outlined below to set up a budget in Procore and then export it to QuickBooks.

 

How do you want to set up the project's budget in Procore?
How do you want to set up the pr...

 

Import a Budget (CSV)
Import a Budget (CSV)

 

Add a Budget
Line Item
Add a Budget...

 

Lock a Budget
Lock a Budget

 

START
START

 

END
END
BUDGET EXPORTED TO ERP
BUDGET EXPORTE...
LEGEND
LEGEND
Optional Step
Optional Step

 

Send a Budget to
ERP Integrations for Accounting Acceptance
Send a Budget to...

 

Accept the budget for export?
Accept the budget for export?

 

Edit a Budget
Edit a Budget

 

Resend a Rejected Budget to ERP Integrations for Accounting Acceptance
Resend a Rejected Budget t...

Update and Export a Budget

Follow the steps outlined below to update a budget in Procore and then export it to QuickBooks.

 

 

Add a Partial Budget Line Item
Add a Partial Budget L...

 

START
START

 

END
END

 

Create a Budget Modification
Create a Budget Modifi...

 

Delete a Budget
Line Item
Delete a Budget...

 

Send a Budget to
ERP Integrations for Accounting Acceptance
Send a Budget to...

 

Do you need to update the project's budget in Procore?
Do you need to update the proj...

 

Edit a Budget
Edit a Budget

 

Resend a
Rejected Budget to
ERP Integrations for Accounting Acceptance
Resend a...
UPDATE OPTIONS
UPDATE O...
Accept or Reject
a Budget for Export to 
ERP
Accept or Reject...
Optional Step
Optional Step
LEGEND
LEGEND
Procore Budget Tool
Procore Budget Tool
ERP Integrations Tool
ERP Integrations Tool
BUDGET EXPORTED TO ERP
BUDGET EXPORTE...

Create and Export Commitments

Follow the steps below to create commitments in Procore and then export them to QuickBooks.

 

 

Which type of commitment
will you create?
Which type of commitment...

 

Create a Subcontract
Create a Subcontract

 

Create a
Purchase Order
Create a...

 

Send a
Commitment  to
ERP Integrations for Accounting Acceptance
Send a...

 

START
START

 

END
END
COMMITMENT EXPORTED TO ERP
COMMITMENT EXP...

 

Edit a Commitment
Edit a Commitment

 

Resend a Rejected Commitment to ERP Integrations for  Accounting Acceptance
Resend a Rejected Commitme...
APPROVED
APPROVED
Accept or Reject
a Commitment for Export to ERP Integration
Accept or Reject...
APPROVED
APPROVED
LEGEND
LEGEND
Procore Commitments Tool
Procore Commitments Tool
Optional Step
Optional Step
ERP Integrations Tool
ERP Integrations Tool

Set Up the Export Subcontractor Invoices Feature

Follow the steps below to setup the subcontractor invoices any payments feature for Procore + QuickBooks® Desktop. If you are using the US or Canada edition of QuickBooks® Desktop, this lets you export subcontractor invoices from Procore to QuickBooks® Desktop.

 Limited Release

The ability to sync QuickBooks® Desktop Bill Payments with Payments Issued in the Commitments tool is currently supported with Procore + QuickBooks® Desktop U.S. Edition. It is NOT currently supported with the Procore + QuickBooks® Desktop Canada Edition. 

 

 

How do I set up the subcontractor invoices and payments feature for Procore + QuickBooks
How do I set up the subcontractor invoi...

 

Create a Service Item Named 'Retainage'
Create a Service Item...

 

 

START
START
LEGEND
LEGEND
Performed in ERP system
Performed in ERP system
Optional Step
Optional Step

 

Export Subcontractor Invoices from Procore to QuickBooks
Export Subcontractor Invo...

 

Enable the 'Inventory and Purchase Orders are Active' Setting
Enable the 'Inventory...
Setup the Subcontractor Invoices and Payments Feature for Procore + QuickBooks
Setup the Subcontractor Inv...
Is Procore integrated with the US Edition of QuickBooks?
Is Procore integrated w...
Sync QuickBooks Bill Payments with Payments Issued in Commitments
Sync QuickBooks Bill Paym...
Do you want to sync QuickBooks bill payments to Payments Issued in Commitments?
Do you want to sync Quic...

 

END
END
QUICKBOOKS
QUICKBOOKS
PROCORE
PROCORE
SUBCONTRACTOR INVOICES SYNCED
SUBCONTRACTOR INVO...
BILL PAYMENTS SYNCED
BILL PAYMENTS SY...

Export Subcontractor Invoices

 

 

START
START

 

Resend a Rejected Invoice to ERP Integrations
Resend a Rejected Invo...
END
END
LEGEND
LEGEND
Optional Step
Optional Step

 

Send Subcontractor Invoices to ERP Integration for Accounting Acceptance
Send Subcontractor Invoice...
Invoice Administrator
Invoice Administrator
Accounting Approver
Accounting Approver

 

Accept or Reject Subcontractor Invoices for Export to ERP
Accept or Reject Subc...
Invoice exported to ERP
Invoice exported t...
Accept
Accept
Reject
Reject
Update the invoice as needed
Update the invoice...
Continued from the 'Create Your Subcontractor Invoices in Procore' workflow
Continued from the 'Create Your...

Create and Export CCOs

Follow the steps outlined below to create CCOs in Procore and then export them to QuickBooks.

 

Create a Commitment Change Order (CCO)
Create a Commitment Ch...

 

Create a CCO from
a Change Event
Create a CCO from...

 

Send a CCO to
ERP Integrations
for Acceptance
Send a CCO to...

 

START
START

 

END
END
CCO EXPORTED TO ERP
CCO EXPORTED T...

 

Edit a CCO
Edit a CCO

 

Resend a
Rejected CCO to
ERP Integrations for Accounting Acceptance
Resend a...

 

Accept or Reject
a Commitment for Export to ERP Integration
Accept or Reject...
Is the Change Events tool enabled?
Is the Change Events to...
LEGEND
LEGEND
Procore Commitments Tool
Procore Commitments Tool
Procore Change Events Tool
Procore Change Events Tool
Optional Step
Optional Step
ERP Integrations Tool
ERP Integrations Tool
Procore Change Orders Tool
Procore Change Orders Tool

Learn which user permissions are required to take the described actions in this tool.

 Important

Some actions that impact this tool are done in other Procore tools. See the User Permissions Matrix for the full list of actions taken in all other tools.

   The action is available on Procore's Web, iOS, and/or Android application. Click to view the tutorial.

icon-mindtouch-table-check.png Users can take the action with this permission level.

icon-mindtouch-table-check.png Users can take the action with this permission level AND one or more granular 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 None Read Only Standard Admin Notes

Accept or Reject Cost Codes for Export to ERP

 Web

     

icon-mindtouch-table-check.png

 

Accept or Reject Owner Invoices for Export to ERP

 Web

     

icon-mindtouch-table-check.png

 

Accept or Reject Subcontractor Invoices for Export to ERP

 Web

     

icon-mindtouch-table-check.png

 

Accept or Reject a Budget for Export to ERP

 Web

     

icon-mindtouch-table-check.png

 

Accept or Reject a CCO for Export to ERP

 Web

     

icon-mindtouch-table-check.png

 

Accept or Reject a Commitment for Export to ERP

 Web

     

icon-mindtouch-table-check.png

 

Accept or Reject a Company for Export to ERP

 Web

     

icon-mindtouch-table-check.png

 

Accept or Reject a PCCO for Export to ERP

 Web

     

icon-mindtouch-table-check.png

 

Accept or Reject a Project for Export to ERP

 Web

     

icon-mindtouch-table-check.png

 

Accept or Reject a Sub Job for Export to ERP

 Web

     

icon-mindtouch-table-check.png

 

Add a Procore Project to your ERP System

 Web

    icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

Add an ERP Company to the Procore Company Directory

 Web

    icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

Add an ERP Job to Procore

 Web

      icon-mindtouch-table-check.png  

Archive an ERP Company in Procore

 Web

    icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

Assign Default Cost Types To ERP Standard Cost Codes

 Web

    icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

Configure Advanced Settings: ERP Integrations

 Web

      icon-mindtouch-table-check.png  

Configure the Sync Schedule for your ERP Integration

 Web

      icon-mindtouch-table-check.png  

Enable or Disable ERP Direct Exports

 Web

      icon-mindtouch-table-check.png  

Import a Budget from ERP

 Web

    icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

Import a Prime Contract from an Integrated ERP System into Procore

 Web

    icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

Import an ERP Sub Job to a Procore Project

 Web

    icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

Link ERP Companies to Procore Companies

 Web

      icon-mindtouch-table-check.png  

Refresh the Companies List for ERP

 Web

      icon-mindtouch-table-check.png  

Refresh the Cost Codes on an ERP Integrated Project

 Web

      icon-mindtouch-table-check.png  

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

      icon-mindtouch-table-check.png  

Sync Paid Invoice Notifications from ERP into Procore

 Web

      icon-mindtouch-table-check.png  

Unlink CCOs Synced with ERP

 Web

    icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

Unlink Commitments Synced with ERP

 Web

    icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

Unlink Owner Invoices Synced with ERP

 Web

    icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

Unlink PCCOs Synced with ERP

 Web

    icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

Unlink Subcontractor Invoices Synced with ERP

 Web

    icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

Unlink a Company Synced with ERP

 Web

    icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

View a List of Synced Sub Jobs

 Web

   

icon-mindtouch-table-check.png

  • Requires additional tool permissions 

icon-mindtouch-table-check.png

  • 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

      icon-mindtouch-table-check.png  

View an ERP Job Costs Report

 Web

     

icon-mindtouch-table-check.png

  • 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

   

icon-mindtouch-table-check.png

icon-mindtouch-table-check.png

 

 

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

Recent Changes

No recent notable changes.