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Procore

Export Timecard Entries from Procore to Import into QuickBooks® Desktop

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

Objective

To export project timecard entries from Procore to import into QuickBooks© Desktop.

Things to Consider

  • Required User Permissions:
    • To export your timecard entries, 'Read Only' or higher permissions on the Company level Timesheets tool.
    • To import your timecard entries, you must be in Single User mode with 'Admin' level permissions on QuickBooks© Desktop.
  • Supported Versions:
    • QuickBooks® Desktop (2021 or earlier)
    • QuickBooks® Desktop (2022) with QuickBooks® Time 
    • QuickBooks® Desktop (2022)
  • 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© Desktop, the data will be duplicated.
    • To safeguard your data, back up your QuickBooks© Desktop company file before you import your IIF file.
    • You must be using Service Type Items in QuickBooks© Desktop.
    • Workers Compensation will need to be configured for timecard 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© Desktop will create the new job as a Customer.
    • Employee names must match exactly in the IIF file and in QuickBooks© Desktop. If the employee names do not match, QuickBooks© Desktop will create a new employee.
    • The 'Use time data to create paychecks' box must be marked when setting up an employee in QuickBooks© Desktop to pull the hour data and cost codes into paychecks.
    • The same steps are used if you are using QuickBooks® Desktop (2021 or earlier) or QuickBooks® Desktop (2022) with QuickBooks® Time. However, if you are using QuickBooks® Desktop (2022) without QuickBooks® Time, you will follow different steps.
 Note
  • The IIF file provides the data structure that Procore needs to ensure that transferred data is formatted as required in QuickBooks®. Your IIF file must match this structure:
    • Cost Codes Numbering
    • Cost Codes Format
    • Time Types (QuickBooks® Payroll Item)
    • Employee Names
    • Customer Names
    • Job Names
  • Technical support or assistance for creating or importing an Intuit Interchange Format (IIF) file is NOT provided. It is recommended that you always create a backup of your IIF file in case you need to reference it later. 
  • Transferring time entries from Procore is a separate function and does NOT require the Procore + QuickBooks® Connector.

Prerequisites

Video

 

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

Steps

QuickBooks® Desktop (2021 or earlier) or QuickBooks® Desktop (2022) with QuickBooks® Time 

  1. Navigate to the company's Timesheets tool.
  2. Locate the timecard entries to export.
  3. Click Export.
  4. Select QuickBooks (IIF).
    Note: The file is formatted for the QuickBooks© Desktop import.
  5. Save the file as an .iif file.

QuickBooks® Desktop (2022) 

  1. Navigate to the company's Timesheets tool.
  2. Locate the timecard entries to export.
  3. Click Export.
  4. Select QuickBooks (IIF).
    Note: While the file is formatted for the QuickBooks© Desktop import, you need make changes to the file before importing it into QuickBooks® Desktop (2022).
  5. Save the file as an .iif file.
  6. Open the file with Excel, Notebook++, or Text Edit.
  7. Locate the row that starts with !TIMEACT, followed by DATE.
    clipboard_e0610a2f13ae4c705179b7a3a30e4b08d.png
  8. Delete the lines above the !TIMEACT row.
    clipboard_e4cd69d3673b39483d56903b598bd8c17.png
  9. Click Save.