Quickbooks® Desktop Detailed Data Mapping

Overview

PROCORE	Exports data from Procore to QuickBooks® Desktop	Imports data from QuickBooks® Desktop to Procore	QuickBooks® Desktop
COST CODES 1			ITEMS
PROJECTS			JOBS
COMPANIES			VENDORS 2
BUDGET/BUDGET MODIFICATIONS			ESTIMATES
COMMITMENTS			PURCHASE ORDERS
COMMITMENT CHANGE ORDERS			NEW PURCHASE ORDER LINE ITEM(S)
COSTS			COSTS
SUBCONTRACTOR INVOICES 3			BILLS
COMMITMENT PAYMENTS ISSUED 3,4			BILL PAYMENTS

¹  Custom WBS segments are not supported by the integration at this time.

²  Procore does not export 'Customers' data to QuickBooks® Desktop.

³ Subcontractor invoices with negative values do not sync between systems.

⁴  Import of subcontractor payment records from QuickBooks® Desktop is only supported in US Editions. Export of payment records from Procore to QuickBooks® Desktop is only available to companies that license Procore Pay. 

Cost Codes

When a Cost Code is exported from Procore to QuickBooks® Desktop and the QuickBooks® Desktop Web Connector runs, Items records are automatically created in QuickBooks® Desktop. In Procore, the Cost Codes can be found in the Work Breakdown Structure section in the Admin Tool under QuickBooks® Desktop Standard Cost Codes. Custom WBS segments are not supported by the integration at this time.

PROCORE	Exports data from Procore to QuickBooks® Desktop	Imports data from QuickBooks® Desktop to Procore	QuickBooks® Desktop
Code			Item Name/Number
Description			Description on Purchase Transactions Description on Sales Transactions

Export Note: At the time of export, an expense account and an income account are assigned and used to populate the corresponding fields in the QuickBooks® Desktop Item record. The Procore cost code records do not include these fields.

Projects/Jobs

When a Project is exported from Procore to QuickBooks® Desktop and the QuickBooks® Desktop Web Connector runs, Job records are automatically created in QuickBooks.
Job information in QuickBooks® Desktop can be found in the Customer Center under Customers & Jobs. Procore job info is found in the project Admin tab. If customers are set up as jobs, then the Procore project ties to the Customer record in QuickBooks® Desktop. If jobs are set up as sub records under customer records, the Procore project ties to the Job record in QuickBooks® Desktop.

PROCORE	Exports data from Procore to QuickBooks® Desktop	Imports data from QuickBooks® Desktop to Procore	QuickBooks® Desktop
Project Name			Job Name/Customer Name
Address City State Zip			Ship To1

¹Import Note: If Ship To is not populated, the Invoice/Bill To address will be used to populate the Address fields in Procore.

Vendors

When a Company is exported from Procore to QuickBooks® Desktop and the QuickBooks® Desktop Web Connector runs, a new Vendor record is automatically created in QuickBooks® Desktop. In QuickBooks® Desktop, the Vendor setup can be found under Vendors. Procore Companies can be found in the Directory.

PROCORE	Exports data from Procore to QuickBooks® Desktop	Imports data from QuickBooks® Desktop to Procore	QuickBooks® Desktop
Name			Vendor Name
Address City State ZIP			Billed From
Business Phone			Main Phone
Business Fax			Fax

Budgets/Budget Modifications

Budgets and Budget modifications export from Procore only. When a Budget is exported from Procore, an Estimate is created automatically in QuickBooks® Desktop. In QuickBooks® Desktop, Estimates are accessed from Transactions in the Customer Center within Customer or Customer:Job. In Procore, budgets are accessed from project-level Budget tool.  

When Budget Modifications are exported from Procore, new line items are created and added to the Estimate in QuickBooks® Desktop, below pre-existing line items. In Procore, budget modifications are accessed from the Budget Modifications column in the project-level Budget tool. They are used to move money from one budget line item to another, most commonly with a zero net effect. In QuickBooks® Desktop, the change(s) will appear as a negative amount to the “From” Cost Code entered in Procore and a positive amount to the “To” Cost Code in Procore in the Create Budget Modification window.

PROCORE	Exports data from Procore to QuickBooks® Desktop	Imports data from QuickBooks® Desktop to Procore	QuickBooks® Desktop
Project Name			Customer:Job
Cost Code			Item
Cost Code Description			Description
Original Budget Amount			Rate
Original Budget Amount			Amount

Commitments

Commitments export from Procore only. When a Commitment (Subcontract or Purchase Order) is exported from Procore, a Purchase Order is automatically created in QuickBooks® Desktop.  In QuickBooks® Desktop, Purchase Orders are accessed from the Transactions Tab in the Vendor Center. In Procore, Commitments are accessed from the project-level Commitments tool.

PROCORE	Exports data from Procore to QuickBooks® Desktop	Imports data from QuickBooks® Desktop to Procore	QuickBooks® Desktop
System Date at Time of Commitment Creation			Date
Commitment #1			P.O. NO.
Contract Company			Vendor
Title (General tab)			Description column (first row of detail grid)
Cost Code (Schedule of Values tab)			Item
Description (Schedule of Values tab)			Description
Qty (Schedule of Values tab), if applicable			Qty
Unit Cost (Schedule of Values tab), if applicable			Rate
Project Name			Customer:Job
Contract Amount (Subcontract Only, Schedule of Values tab)			Amount
Subtotal (Purchase Order Only, Schedule of Values tab)			Amount
Description (General Tab)			Vendor Message

¹Commitment # can be changed before export in the ERP Integrations tool, resulting in a non-matching number between the corresponding fields.

Commitment Change Orders

Commitment Change Orders export from Procore only. When Commitment Change Orders are exported from Procore, new line items are created and added to the corresponding Purchase Order in QuickBooks® Desktop, below pre-existing line items. In QuickBooks® Desktop, Purchase Orders are accessed from the Transactions Tab in the Vendor Center. In Procore, Commitment Change Orders are accessed from the project level Commitments tool under Commitment Record. In QuickBooks® Desktop, the change(s) will appear as additional line items on the Purchase Order originally created when the Commitment was exported from Procore to QuickBooks.

PROCORE	Exports data from Procore to QuickBooks® Desktop	Imports data from QuickBooks® Desktop to Procore	QuickBooks® Desktop
System Date at Time of Commitment Creation			Date
Commitment #1			P.O. NO.
Contract Company			Vendor
Title (General tab)			Description column (first row of detail grid)
Cost Code (Schedule of Values tab)			Item
Description (Schedule of Values tab)			Description
Qty (Schedule of Values tab), if applicable			Qty
Unit Cost (Schedule of Values tab), if applicable			Rate
Project Name			Customer:Job
Contract Amount (Subcontract Only, Schedule of Values tab)			Amount
Subtotal (Purchase Order Only, Schedule of Values tab)			Amount
Description (General Tab)			Vendor Message

Job Costs

Job costs import from QuickBooks® Desktop only. Cost information is retrieved from QuickBooks® Desktop reports for each synced Cost Code for use in 2 locations in Procore, the QuickBooks® Desktop Job Costs report and the Budget tool.

PROCORE	Exports data from Procore to QuickBooks® Desktop	Imports data from QuickBooks® Desktop to Procore	QuickBooks® Desktop
Original Budget (QuickBooks Job Costs)			Original Budget amount at time of first export to QuickBooks® Desktop
Revised Budget (QuickBooks Job Costs)			Est. Cost (From Job Estimates vs Actuals Detail Report)
Job to Date Cost (QuickBooks Job Costs)			Act. Cost (From Job Estimates vs Actuals Detail Report)
Commitment Invoiced (QuickBooks Job Costs)			Amount (From Custom Transaction Detail Report)
Job to Date Cost (Budget)			Act. Cost (From Job Estimates vs Actuals Detail Report)
Direct Costs 1 (Budget)

¹Direct costs is calculated from Job To Date Cost minus Commitment Invoiced.

Subcontractor Invoices

When a subcontractor invoice is exported from Procore to QuickBooks® Desktop, a Vendor Bill is automatically created in QuickBooks® Desktop. In Procore, Subcontractor Invoices are accessed from Invoices in the project Commitments tool. In QuickBooks® Desktop, Vendor Bills are accessed from the Transactions Tab in the Vendor Center.

PROCORE	Exports data from Procore to QuickBooks® Desktop	Imports data from QuickBooks® Desktop to Procore	QuickBooks® Desktop
Billing Date			Date
Payment Date			Bill Due
Contractor Company			Vendor
Invoice #			REF. NO.
Current Payment Due			Amount Due
Cost Code (Detail Tab)			Item
QTY (Detail Tab), if applicable			QTY
Unit Price (Detail Tab), if applicable			Cost
Value or This Period (Detail Tab)			Amount
Project Name			Customer:Job
Commitment #			PO. NO.
Total Retainage This Period, if applicable 1			Amount (on separate line item for retainage)

If used in Procore, retainage is coded to an Item record in QuickBooks® Desktop that is determined in the integration settings. Retainage is not coded to a synced cost code Item.

Commitment Payments Issued

Commitment Payments Issued imported from QuickBooks® Desktop only. When a subcontractor invoice is exported from Procore to QuickBooks® Desktop, a Vendor Bill is automatically created in QuickBooks® Desktop. When the Vendor Bill is paid the payment information will flow back to Procore. In Procore, Subcontractor Invoices Payments are accessed from  Payments Issued in the project Commitments tool. In QuickBooks® Desktop, Vendor Bills are accessed from the Transactions Tab in the Vendor Center under Bill Pmt - Check.

PROCORE	Exports data from Procore to QuickBooks® Desktop	Imports data from QuickBooks® Desktop to Procore	QuickBooks® Desktop
Invoices			n/a
Payment Method			Bill Pmt Window Identifies Method
Date			DATE DUE
Payment #			n/a
Invoice #			REF. NO.
Check / Ref #			NO.
Notes			MEMO
Amount			AMT. PAID

See Also 

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