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Procore

Set Up your Payroll Export for use with QuickBooks® Software

Objective

To set up your payroll export for use with QuickBooks® Desktop software.

Background

Due to QuickBooks® software's proprietary IIF import format, it wasn't possible to easily import time data into QuickBooks® for payroll, but with the preformatted IIF export, we've eliminated the previously required data manipulation and double data entry.

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

Things to Consider

  • Required User Permissions:
    • To export your time entries from QuickBooks® Desktop, 'Admin' level permissions on QuickBooks® Desktop.
    • To import your time entries into Procore, 'Admin' level permissions on the Company Timesheets tool.
  • Additional Information:
    • When importing the IIF file, if the customer is not added to the Project setting, QuickBooks® will create the Project as new under jobs as customers.
    • The following 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

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.


Steps

  1. Export Timer List from QuickBooks®
  2. Import Timer List to Procore

Export Timer List from QuickBooks®:

  1. Log in to QuickBooks® Desktop as the Admin in Single User mode.
  2. Click File.
  3. Click Utilities.
  4. Click Export.
  5. Click Timer Lists.
  6. In the Export window, complete the following:
    • In the 'Save in' drop-down menu, select the location where you want to save the .IIF file.
    • In the 'File name' field, replace the asterisk (*) with a file name.
    • In the 'File type' drop-down menu, select IIF Files (*.IIF).
    • Click Save.
  7. In the saved confirmation message, click OK.

Import Timer List to Procore:

  1. Navigate to the company's Timesheets tool. 
  2. Click the Configure Settings icons-settings-gear.png icon.
  3. Scroll to the 'Payroll Settings' section.
  4. In the Payroll Software drop-down, select QuickBooks®.
  5. Drag and drop your timerlist.iff in the 'Attach File(s) or Drag and Drop' field.

    attach files timesheets.jpg

    OR
  6. Click Attach Files.
  7. Select your timerlist.iff file.
  8. Click Open.
    The data from the file automatically fills in the following information under 'Current Settings':
    Note: If you get the 'Error' message "You cannot import QuickBooks Pro Timer data for a different company. Please open the correct company file”, re-import your Timer List file into Procore.
    • Ver (Timer Version): The version number of the QuickBooks® Timer.
    • Company Name: The name of your QuickBooks® company.
    • Rel (Timer Release): The release number of the QuickBooks® Timer.
    • Company Create Time: The unique number that comes from your QuickBooks® company file when you export lists to the Timer. The number identifies which company file the lists came from.

Note: Once the import is complete, Workers Compensation codes will need to be manually entered.

See Also