Add a Procore Project to QuickBooks®

Launch the Project Creation Assistant

Add Project Details

1. Make sure Project Details is highlighted in the right sidebar.
2. Under General Information, do the following:
   
   
   
    

   1. Project Template. If this is the first project you are creating for QuickBooks® Desktop choose 'Do Not Apply a Template'. If you have previously created a project and set up one or more project templates for your company account, select the desired template. 
      Notes:

      • This field is only visible and available when the project templates feature is enabled on your company's Procore account.
      • To select a template from the list, the desired project template must be active. See Configure a Project Template.

   2. Project Name. Enter a name for the construction project. When the ERP Integrations tool is enabled for QuickBooks® Desktop, the Project Name is limited to a maximum of forty one (41) characters in length. This value displays in a variety of places in the Procore web application, including the Select a Project menu, CSV and PDF exports, and custom reports.

   3. Project Photo. Click the photo area and then upload the photo that you want appear as the project photo on the project's Home page. The image must not exceed the 3MB maximum. It must also be saved in the GIF, JPG, or PNG file format. To change this photo at a later time, see Add or Edit General Project Information or Add a Project Photo.

   4. Project Type. Select a project type from the drop-down list. These selections are created with the company's Admin tool. See Add a Custom Project Type.

   5. Project Stage. Select a project stage from the list. Depending on your selection, additional Procore features may be enabled (e.g., if you select the Bidding stage, the project's Bidding tool will be enabled in Procore). These selections are created with the company's Admin tool. See Add Custom Project Stages to Your Company.

   6. Job Number. Enter a unique project ID or number to differentiate it from other company projects.

   7. Start Date. This represents the date that the project will start and also will be used to calculate construction volume.

   8. Estimated End Date*. This represents the date that the project will end and also will be used to calculate construction volume.

   9. Project Description. Enter a brief project summary.

   10. Estimated Project Value*. Enter the anticipated project value upon completion. Enter a value to the nearest whole number. For example, if your project's estimated value is $18 million dollars, enter $18,000,000.00 in the box.

3. Under ERP Integration, do the following (Note: this step is only relevant to companies that are integrated with certain ERP systems):

    

   1. Allow project to be synced with ERP. Leave this checkbox marked if you plan to sync any part of the project's financials with your ERP software. This will ensure that the ERP Standard cost code list will be available to select from when configuring your Project Level cost codes. 

    Important

   • This checkbox will be marked by default if your company has an available set of ERP cost codes, unless the template the project is created from does not have this box marked. 
   • If you plan to sync your new Procore project with your ERP software you MUST leave this checkbox marked. If you un-mark this box, you will not be able to re-mark it later if cost codes from a different Company Level list have been copied to the Project Level list in the Project Admin tool.

    

4. Under Account and Contact, do the following:
   
   

   1. Office. Choose the office that is managing this project. These selections are created in the company's Admin tool. See Add an Office Location.

   2. Project Address. Enter the job site's physical address. If your company is adding a project for use with with the QuickBooks® Desktop integration, do NOT enter commas (,) in the Project Address field.

      Notes:

      • Procore's 'Project Address' and 'ZIP' fields are integrated with third-party services:
        • Dark Sky (Dark Sky). This service permits the display of 'Project Weather' information on the Procore project's Home page, as well as under the 'Observed Weather Conditions' information in the project's Daily Log Tool. 
        • Procore also uses a third-party service to automatically determine the County name. Since this is auto-determined, there is no data-entry for County in the Create New Project page. To change the County value, see Add or Edit General Project Information.
        • If you experience any issues with a third-party weather service, see Why isn't my project weather working? and Why are the weather conditions not showing on my Daily Log weather log?

   3. Country. Select the country from the drop-down list. 

   4. State. Select the state for the project from the drop-down list.

   5. City. Enter the full city name for the project. 
      Note: Do not abbreviate the city name. 

   6. Zip. Enter the ZIP/postal code for the project.
      Note: Procore uses a third-party service to automatically determine the County name based on the 'Address' and 'ZIP' fields. Since this is auto-determined, there is no data-entry for County in the Create New Project page. To change the County value, see Update General Project Information.

   7. Timezone. Choose the correct time zone for the project from the drop-down list. This time zone will determine time stamps on items in the project.

   8. Job Phone. Enter in the main contact phone number of the job site. Team members will be able to see this phone number and use it if desired.

   9. Job Fax. Enter the onsite fax number here (if available). This gives team members the ability to see and use the project's fax number when needed. 

5. Under Advanced, do the following:
   
   

   1. Project Flag. Select a color for the project flag from the drop-down list. The system's default color selections are: RED, YELLOW, and GREEN. This lets you visually organize your projects (e.g., you might want to flag internal projects as RED and commercial projects as GREEN). 

   2. Departments. Select one or more departments who have responsibility for the project. These selections are created with the company's Admin tool. See Custom Company Projects.
      Note: These departments appear in the Timecard and Directory tool, and may also appear in other Procore tools depending on your company's specific configuration.

   3. Bid Type. Select the bid type from the list. These selections are created with the company's Admin tool. See Add a Custom Bid Type.

   4. Owner. Select the owner type from the drop-down list. These selections are created in the company's Admin tool. See Add a Custom Owner Type.

   5. Square Feet. Enter the project's square footage.

   6. Program. Select the program to classify your project under. ​These selections are created with the company's Admin tool. See Add Programs.
      Note: You can view your projects by program using the Programs tool.

   7. Region. Select the region you want to classify your project into. These selections are created with the company's Admin tool. See Add Project Regions.
      Note: You can view projects by region in the Portfolio tool.

   8. Parent Job. Select the name of the parent project in Procore from the drop-down list. In Procore, a parent job is a Procore project that has been designated as the 'parent' project for one or more related project(s) in Procore's Portfolio tool. To learn more, see What's the difference between a job, a parent job, and a sub job?

   9. Warranty Start Date. Select the start date for the construction contract warranty.

   10. Warranty End Date. Select the end date for the construction contract warranty.

   11. Active Project? Place a checkmark in this box to classify the project as Active (recommended) or clear the checkmark from the box to classify it as Inactive.

   12. Copy Directory From. Select one of the projects in your company's Procore account to copy the user and company information from that project's Directory into your current project's Directory tool. See Copy Directory From One Project to Another.

6. Click Create Project. 
   This button turns GREY and becomes unavailable for further use.
7. Choose from these next steps:
   • If you applied a project template and the template defines the desired project tools, you will skip to Add Project Cost Codes.
   • If you did not apply a project template or your template does not define the desired project tools, you will continue with Add and Remove Tools in the Project Toolbox.
      

Add and Remove Tools in the Project Toolbox

1. Make sure the Tools link is highlighted in the right sidebar.
   This opens the <Project Name> Active Tools page.
   Important! If the Tools link does NOT appear in the project creation assistant, it is because the project template that you applied to your new project already defines the project's tools. If you want to modify tools later, you can do so after you've completed the project creation assistant. See Add and Remove Tools on a Project.
2. Add and remove tools for each product line as follows:
   
   
    
   • To add all available tools, place a checkmark next to the Select All box in the top-right corner. 
   • To add a tool, place a checkmark next to box that corresponds to desired tool. This shows the selected tool in the project's toolbox. 
   • To remove a tool, remove the checkmark from the box for the desired tool. This hides the selected tool in the project's toolbox. 
3. Rearrange tools as follows:
   
   
    
   1. Grab the desired tool by the more menu (≡).
   2. Use a drag-and-drop operation to move the selected tool into the desired position in that product line. 
4. Click Select Tools. 
   
   
   
   The system displays a GREEN banner to confirm your settings were saved. 

Add Project Cost Codes

1. Make sure Cost Code is highlighted in the right sidebar.
   This opens the cost code page for your new project.
2. Copy the desired codes to your project as follows:
   1. Copy All Codes
      To copy all of the codes from the QuickBooks® Desktop Standard Cost Code list:
      1. Click Copy All Codes.
         The system reveals the following confirmation message: "Once you add this cost code, the source list cannot be changed."
      2. Click OK to acknowledge the confirmation message. 
         This moves all the codes in the QuickBooks® Desktop Standard Cost Code List to the Project Cost Codes list.  
   2. Copy Selected Codes
      To copy only selected codes from the QuickBooks® Desktop Standard Cost Code list:
      1. Expand the desired division folder(s).
      2. Highlight the desired cost codes.
      3. Click Copy Selected Codes. 

3.  Tip

   • Need to add, edit, or delete your cost codes in Procore at a later time? In Procore, cost codes and cost types are segment items on the default 'Cost Code' segment in Work Breakdown Structure (WBS). To learn how to manage your company level cost codes in Procore's WBS, see Add Company Cost Codes. For companies using Procore with a supported integrated ERP system, be sure to review Why can't I create WBS custom segments?
4. Click Next.
   The New Project Created page appears. 
   
   
    
5. Continue with Send a New Project to the ERP Integrations Tool.

Send a New Project to the ERP Integrations Tool

1. At the New Project Created page, choose from these options:
   1. If you want to send your new Procore project data to the Company level ERP Integrations Tool for accounting acceptance, click the Send to ERP button. Before the data is synced between the two systems, an accounting approver must accept the data as described in Accept or Reject a Project for Export to QuickBooks.
      
      
      
      OR
   2. If you want to send your new Procore project data to the Company level ERP Integrations tool at a later time, click Continue Project Setup. Later, do the following:
      1. When you are ready to send your data to the ERP Integrations tool, see Send a Procore Project to ERP Integrations for Accounting Acceptance. 
      2. Before the data is synced between the two systems, an accounting approver must accept the data as described in Accept or Reject a Project for Export to QuickBooks.
         
         
         

Update Directory

Upload Drawings

Upload Specifications

Upload Schedule