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

Considerations

• The QuickBooks® Desktop integration utilizes an App that will be configured on the QuickBooks Web Connector to sync data between Procore and QuickBooks® Desktop. 
  • The QuickBooks® Desktop integration must be associated with a QuickBooks® Desktop Admin user.
  • The Web Connector can be located on either a server or workstation. The server or workstation must have QuickBooks® Desktop installed. 
    • The QuickBooks Web Connector runs as an application (NOT a service), which means the Windows account that installed the connector must be actively logged into the server or workstation in order for the application to run. 
    • With U.S. versions of QuickBooks® Desktop, the QuickBooks Web Connector is automatically installed when QuickBooks® Desktop is installed.
    • With Canadian versions of QuickBooks® Desktop, the QuickBooks Web Connector is NOT automatically installed with QuickBooks® Desktop. The QuickBooks Web Connector application will need to be downloaded and installed before the Procore App can be installed.
  • During the Web Connector configuration, the QuickBooks® Desktop Admin User will need to be logged into QuickBooks® Desktop as Admin in Single User mode. 

Limitations

• The integration is limited to (1) QuickBooks® Desktop Company File per (1) Procore site.  (A separate QuickBooks® Desktop company file for each project is NOT supported.)
• Data from these Procore tools and items do NOT sync with QuickBooks® Desktop:
  • Prime Contracts/Prime Contract Change Orders (PCCOs)
  • Prime Contract Invoices and Payments
  • Timecards/Timesheets (Note: Timesheet data can be exported from Procore and imported into QuickBooks® Desktop manually. However, the synchronization of this data is not available through the connector. To learn more, visit Transfer Procore Timecard Entries to QuickBooks® Desktop.

Additional Information

• IMPORTABLE DATA: The automatic background sync schedule is hourly company level syncs to stage QuickBooks® Desktop importable data (jobs, vendors) and bi-hourly project level syncs (job costs). Subcontractor Invoice Payment import cadence settings can be adjusted within Procore via the ERP Integrations Tool settings. All data syncs between systems require the QuickBooks Web Connector to run to complete the process.
  • On demand syncs may also be initiated within the Procore ERP Integrations Tool for importable Jobs, Vendors, Job Costs, and Subcontractor Invoice Payments.
• EXPORTABLE DATA: All exportable information (cost codes, jobs, vendors, budgets, commitments, commitment change orders, and subcontractor invoices) must be approved/accepted by an Accounting Approver, who are the only users that may initiate the export from Procore to QuickBooks® Desktop. The QuickBooks Web Connector must run to complete the export process.

Considerations

• Cost Codes in Procore equate to Service type Items in your QuickBooks® Desktop Item List.
• When the QuickBooks® Desktop integration is configured, a new company level cost code list will be generated for use with the integration called "QuickBooks Standard Cost Codes".  
  • During integration implementation, your Integration Implementation Specialist (IIS) will work with you to determine which cost codes you would like to have available in this list in Procore. You may choose from a few different options:
    1. Your existing active Service type items from your QuickBooks® Desktop Item List. If this option is selected, your cost codes will be linked to the existing matching Service type items from your QuickBooks® Desktop Item List during the export process.
    2. A different list of cost codes that do not exist as Service type items in your QuickBooks® Desktop Item List yet. If this option is selected, your cost codes will create new Service type items in your QuickBooks® Desktop Item List during the export process. 
    3. You may also choose a combination of options 1 & 2. Your IIS will discuss your options with you in detail during the integration implementation process.
  • These cost codes will need to be exported to QuickBooks® Desktop to sync them before any records using these cost codes (budgets, commitments, etc.) can be synced with QuickBooks® Desktop. Prior to export, you will map each cost code to the appropriate income and expense accounts from your QuickBooks® Desktop Chart of Accounts.
  • Projects in Procore must be associated with the QuickBooks Standard Cost Codes list in order to be exported to QuickBooks® Desktop.
  • Jobs that are imported from QuickBooks® Desktop  will automatically be associated with the QuickBooks Standard Cost Codes list.

Limitations

• Syncing Procore cost codes with QuickBooks Items of any other type (inventory part, other charge, etc.) or directly with G/L Accounts from your QuickBooks® Desktop Chart of Accounts is NOT supported.
• Cost Types are NOT supported. All cost type fields within Procore will display as "Other" on QuickBooks® Desktop integrated Projects. The "Other" cost type is a placeholder within Procore only, and is not transferred to QuickBooks® Desktop in any way.
• The integration does not write to the "Class" field in QuickBooks® Desktop.
• Project-Specific cost codes are NOT supported. There is (1) Company Level cost code list for use with all QuickBooks® Desktop-integrated projects.
• Sub Jobs are NOT supported.
• Custom WBS segments are NOT supported.
• Cost codes must not exceed 96 characters due to QuickBooks® Desktop's 'Transaction Detail' reporting limitations. 

Considerations

• Projects that are in-progress or created before connection of the integration cannot be synced. Professional Services for assistance with integrating in-progress/pre-existing project records are available for an additional fee.
• The integration can accommodate (2) different settings for importing or exporting Projects:
  • QuickBooks® Desktop Customers = Jobs (QuickBooks® Desktop Customer Center Tier 1 records)
  • QuickBooks® Desktop Jobs under Customers (QuickBooks® Desktop Customer Center Tier 2 records)
• If the "Customers = Jobs" setting is selected during implementation:
  • If you choose to export Projects from Procore to QuickBooks® Desktop, an Accounting Approver will export the project without selecting a QuickBooks® Desktop Customer to associate it with. When the export is completed, a new Customer will be created in QuickBooks® Desktop.
  • If you choose to import your jobs from QuickBooks® Desktop, then the integration will only be able to import Tier 1 Customers from QuickBooks® Desktop which will create a new Project in Procore.
• If the "Jobs under Customers" setting is selected during implementation:
  • If you choose to export Projects from Procore to QuickBooks® Desktop, an Accounting Approver will select the QuickBooks® Desktop Customer that the project is associated with prior to export. When the export is completed, a new QuickBooks® Desktop Job will be created underneath the selected Customer.
  • If you choose to import your jobs from QuickBooks® Desktop, then the integration will only be able to import Tier 2 jobs that exist directly* under customers in QuickBooks® Desktop which will create a new Project in Procore.
    • *Jobs/Sub-Jobs that exist in your QuickBooks® Desktop Customer Center on Tier 3 (or beyond) can not be imported.

Limitations

• The integration can not link an existing Procore Project to an existing QuickBooks® Desktop Job or Customer. The intention is to manually create the record in one system and allow the integration to create the corresponding record in the other system during the export or import process.
• The QuickBooks® Desktop integration can only sync data on new jobs/projects. Any historical projects created before your company's ERP implementation cannot sync data.
  • If you are interested in integrating existing in-progress projects, the ERP Professional Services Team can work with you to define the scope and provide a Statement Of Work (SOW). Please note that ERP Professional Services are not included with the QuickBooks® Desktop integration implementation process. The cost of ERP Professional Services varies depending on the scope of the project, which will be provided to you for review with the Statement Of Work (SOW). 

Considerations

• A project's budget can be exported to QuickBooks® Desktop to create an Estimate. 
• A project's budget must be synced before Job Costs can be retrieved from QuickBooks® Desktop for display within Procore.
• Exported data will include Original Budget amounts & Budget Modifications/Budget Changes.

Additional Information

• Budgets can be re-exported to QuickBooks® Desktop to update the existing Estimate as adjustments (added line items, editing original budget amounts, budget modifications or budget changes) are made to the synced budget in Procore.  
• Both the Project and any Cost Codes included in the Budget must be synced with QuickBooks® Desktop before the Budget may be exported to QuickBooks® Desktop.

Limitations

• Budgets are export only. Existing QuickBooks® Desktop Estimates can not be imported to Procore.
• Budget amounts associated with Prime Contract Change Orders (PCCOs) will not be included with the export to QuickBooks® Desktop.

Considerations

• Companies in the Procore Directory can be synced with Vendors in QuickBooks® Desktop in (3) different ways: 
  • QuickBooks® Desktop Vendors can be imported to Procore to create a new Company in the Procore Directory.
  • QuickBooks® Desktop Vendors can be linked to an existing Company in the Procore Directory during import.
  • Companies in the Procore Directory can be exported to QuickBooks® Desktop to create a new Vendor in QuickBooks® Desktop.

Additional Information

• There is a setting that can be enabled to allow adjustments made to the Vendor (name, address, phone, and fax numbers) in QuickBooks® Desktop to automatically update the associated synced Company information in the Procore directory during the next Vendor refresh. The setting may be disabled if preferred.
  • Changes made to a Company in Procore will NOT update the synced Vendor in QuickBooks® Desktop.
• The Company in the Procore Directory must be synced with a QuickBooks® Desktop Vendor before a Commitment associated with that Company in Procore may be exported to QuickBooks® Desktop.

Limitations

• Companies in the Procore Directory can not be exported to QuickBooks® Desktop as Customers.
• Linking an existing Procore Company with an existing QuickBooks® Desktop Vendor can not be completed by exporting the company to QuickBooks® Desktop. Linking the (2) existing records together must be done via the Ready to Import filter, using the Link to Existing company/Show Suggested Procore Matches options. 

Considerations

• Commitments (subcontracts and purchase orders in Procore) can be exported to QuickBooks® Desktop which will create a new Purchase Order in QuickBooks® Desktop.

Additional Information

• The Vendor and Cost code/s must be synced with QuickBooks® Desktop before the Commitment can be synced with QuickBooks® Desktop.

Limitations

• Commitments are export only. QuickBooks® Desktop Purchase Orders can not be imported to Procore.

Considerations

• Commitment Change Orders (CCOs) are export only.  When exported from Procore, new line item/s are created on the original synced Purchase Order in QuickBooks® Desktop.

Additional Information

• The Commitment must be synced with QuickBooks® Desktop before the CCO can be synced with QuickBooks® Desktop.

Limitations

• To avoid possible export failure/s, multiple CCOs for the same commitment should be exported to QuickBooks® Desktop one CCO at a time.

Considerations

• Subcontractor Invoices are invoices entered on Commitments (subcontracts and purchase orders) in Procore. These can be exported to QuickBooks® Desktop to create Vendor Bills.

Additional Information

• The Commitment must be synced with QuickBooks® Desktop before the Invoice can be exported to  QuickBooks® Desktop.

Considerations

• With U.S. versions of QuickBooks® Desktop, 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® Desktop.

Considerations

• A project's budget must be synced before Job Costs can be retrieved from QuickBooks® Desktop for display within Procore.

Limitations

• Job cost transactions in QuickBooks® Desktop must be coded to Service Items that are synced with Procore Cost Codes.  Transactions that are coded to unsynced QuickBooks® Desktop Items or directly to G/L Accounts (e.g. journal entries) can not be retrieved by the integration.
• Job costs are displayed in summary per line item only.  QuickBooks® Desktop  job cost transaction details can not be displayed in Procore.

Additional Information

• QuickBooks® Desktop Job Costs are broken into (2) categories:
  • Commitment Invoiced (Vendor Bills associated with Purchase Orders in QuickBooks® Desktop)
  • Direct Costs (Job cost transactions in QuickBooks® Desktop that are coded using synced Service Items, but are NOT associated with Purchase Orders)