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Procore

Export Time Entries from Procore to Import into QuickBooks® Desktop

Objective

To export project time entries from Procore to import into QuickBooks®.

 Note:
This is separate functionality from the Procore + QuickBooks® Connector

Things to Consider

  • Required User Permissions:
    • To export your time entries, 'Read-only' or higher permissions on the Company level Timesheets tool.
    • To import your time entries, you must be in Single User mode with 'Admin' permissions on QuickBooks® Desktop.
  • Additional Information:
    • You cannot re-import the same individual file. However, if you export the same file twice from Procore and import both of those files into QuickBooks, the data will be duplicated.
    • To safeguard your data, back up your QuickBooks company file before you import your IIF file.
    • You must be using Service Type Items in QuickBooks®.
    • Workers Compensation will need to be configured for time entries created through the IIF file.
    • When importing an IIF file, if the "QuickBooks Customer" field is left blank in the project's Admin tool, QuickBooks® will create the new job as a Customer.
    • Employee names must match exactly in the IIF file and in QuickBooks®. If the employee names do not match, QuickBooks® will create a new employee.
    • The 'Use time data to create paychecks' box must be marked when setting up an employee in QuickBooks® to pull the hour data and cost codes into paychecks.
    • Important! The following fields will need to match exactly between Procore and QuickBooks®:
      • Cost Codes Numbering
      • Cost Codes Format
      • Cost Codes Time Types
      • Employee Names
      • Customer Names
      • Job Names

Video

 

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Steps

  1. Export your Time Entries from Procore
  2. Import your Time Entries into QuickBooks®

Export your Time Entries from Procore

  1. Navigate to the company's Timesheets tool.
  2. Locate the time entries you want to export.
    Note: Narrow your results by selecting a specific Work Week and using the Search and Filter functions. 
  3. Click Export.
  4. Select QuickBooks.
    The file is formatted for the QuickBooks accounting system import.

Import your Time Entries into QuickBooks®

  1. Log in to QuickBooks® Desktop as the Admin in Single User mode.
  2. Click File.
  3. Click Utilities.
  4. Click Import.
  5. Click Timer Activities.
  6. In the 'Import Activities from Timer' window, click OK.
  7. Select your IIF file.
    Note: If you get the ‘Warning’ message “This import file was created by an old version of the QuickBooks Pro Timer”, click OK to continue with the import process.
  8. Click Open.
  9. Verify the data is correct in QuickBooks.
    Note: To see more information on an item, select an item and click View Report.

See Also