Export a Procore Budget to QuickBooks
Objective
To export a budget from Procore to your company's integrated ERP system.
Background
The workflow for creating, accepting, and exporting a Procore budget into an integrated ERP system includes these tasks:
- A project manager performs these tasks:
- Creates the project budget using the Budget tool.
- Locks the project's budget.
- Sends the budget to the ERP Integrations tool for acceptance by an accounting approver.
- An accounting approver (see What is the accounting approver role?) performs these tasks:
- Reviews the budget in the ERP Integrations tool.
- Submits one (1) of these responses to the budget using the ERP Integrations tool:
- Accept. Accepts the budget data and exports it from Procore.
OR - Reject. Rejects the budget and returns it to the Budget tool in an editable state. The data can then be corrected in the Budget tool and then re-sent to the ERP Integrations tool for acceptance by an accounting approver.
- Accept. Accepts the budget data and exports it from Procore.
Things to Consider
- Required User Permissions:
- Prerequisites:
- The estimate feature in QuickBooks® Desktop must be enabled.
- Add the QuickBooks® Desktop Job to your company's ERP Integrations tool. See Add a QuickBooks Job to Procore.
- Create and lock the budget:
- Update and lock budget:
- Limitations:
-
Procore does not currently support sub jobs for QuickBooks® Desktop integrated projects.
-
- Restrictions:
- The ability to unlock the Procore budget (see Unlock a Budget), resend data to QuickBooks® Desktop, add budget line items, and create budget modifications will be disabled until the synced data (i.e., the original budget amount) is visible in the Job Costs Report. See View a QuickBooks Job Costs Report.
Demos
Export a Procore Budget to QuickBooks
Export Budget Modifications to QuickBooks
Workflows
Set Up and Export a Budget
Update and Export a Budget
Steps
- A project manager ( or user with 'Admin' permission on the Budget tool) will:
- If you are creating a new Procore budget, see Create a Budget Line Item.
OR
If you are updating a Procore budget that has been synced with QuickBooks® Desktop, see Create a Budget Modification. - Lock a Budget
- Send a Budget to ERP for Accounting Acceptance
- If you are creating a new Procore budget, see Create a Budget Line Item.
- An accounting approver will accept the budget (see Accept or Reject a Budget for Export to QuickBooks). Once accepted, the system exports the budget data from Procore and syncs it to QuickBooks® Desktop. After you sync the budget for the first time, you can also sync an updated Procore budget to QuickBooks® Desktop.