Things to Know

Background

Each of Procore's available ERP connectors perform the basic function of syncing data between the ERP system and Procore, usually in the same way as other connectors. However, each connector has a unique set of items it can sync, and the way those items are synced will vary based on how that ERP system and its corresponding integration are built to function.

QuickBooks® Desktop, like all ERP integrations, has some key considerations, limitations, and things to know about how each Procore object is synced. Those considerations, limitations, and things to know are outlined in the table below according to tool or item being synced.

Things to know about the Quickbooks Connector

Procore Item or Setting

Considerations, Limitations, and Requirements

Configuration Settings & Sync Schedule

Considerations

  • The QuickBooks® Desktop integration uses the QuickBooks® Web Connector app to sync data between Procore and QuickBooks® Desktop.

    • The QuickBooks® Desktop integration must be associated with a QuickBooks® Desktop Admin user.

    • The QuickBooks® Web Connector can be located on either a server or an individual workstation. The server or workstation must have QuickBooks® Desktop installed.

      • The QuickBooks® Web Connector runs as an application (NOT a service), which means the Windows account that installed the connector must be actively logged into the server or workstation in order for the application to run.

      • With U.S. versions of QuickBooks® Desktop, the QuickBooks® Web Connector is automatically installed when QuickBooks® Desktop is installed.

      • With Canadian versions of QuickBooks® Desktop, the QuickBooks® Web Connector is NOT automatically installed with QuickBooks® Desktop. The QuickBooks® Web Connector application will need to be downloaded and installed before the Procore App can be installed.

    • During the Web Connector configuration, the QuickBooks® Desktop Admin User will need to be logged into QuickBooks® Desktop as Admin in Single User mode.


Limitations

  • The integration is limited to (1) QuickBooks® Desktop Company File per (1) Procore site. (A separate QuickBooks® Desktop company file for each project is NOT supported.)

  • For each Procore company, only one (1) QuickBooks® Desktop web connector can be configured to sync data.

  • Data from these Procore tools and items do NOT sync with QuickBooks® Desktop:

    • Prime Contracts/Prime Contract Change Orders (PCCOs)

    • Prime Contract Invoices and Payments

    • Timecards/Timesheets
      Note: Timesheet data can be exported from Procore and imported into QuickBooks® Desktop manually. However, the synchronization of this data is not available through the connector. To learn more, see Transfer Procore Timecard Entries to QuickBooks® Desktop.


Additional Information

  • IMPORTABLE DATA: The background sync automatically stages company data (jobs and vendors) every hour and project job costs every two hours. You can change how often subcontractor invoice payments import in the ERP Integrations tool settings.

    • On demand syncs may also be initiated within the Procore ERP Integrations Tool for importable Jobs, Vendors, Job Costs, and Subcontractor Invoice Payments.

    • To sync data between Procore and Quickbooks, the QuickBooks® Web Connector must to run to complete the process.

  • EXPORTABLE DATA: An Accounting Approver must review and accept all exportable data in the ERP Integrations tool before exporting it from Procore to QuickBooks® Desktop.

    • To sync data between Procore and Quickbooks, the QuickBooks® Web Connector must to run to complete the process.

  • The Direct Export feature allows you to skip the Accounting Acceptance step for Commitments, Commitment Change Orders, and Subcontractor Invoices in the ERP Integrations tool.

    • Note: You must still perform the 'Send to ERP' action on the item to initiate the export.

Work Breakdown Structure (WBS)

Considerations

  • 'Item' refers to 'Project Cost Code' in Procore.

  • Cost Codes in Procore equate to Service type Items in your QuickBooks® Desktop Item List.

  • When the QuickBooks® Desktop integration is configured, a new company level cost code list will be generated for use with the integration called "QuickBooks Standard Cost Codes".

    • During integration implementation, your Integration Implementation Specialist (IIS) will work with you to determine which cost codes you would like to have available in this list in Procore. You may choose from a few different options:

      1. Your existing active Service type items from your QuickBooks® Desktop Item List. If this option is selected, your cost codes will be linked to the existing matching Service type items from your QuickBooks® Desktop Item List during the export process.

      2. A different list of cost codes that do not exist as Service type items in your QuickBooks® Desktop Item List yet. If this option is selected, your cost codes will create new Service type items in your QuickBooks® Desktop Item List during the export process.

      3. You may also choose a combination of options 1 & 2. Your IIS will discuss your options with you in detail during the integration implementation process.

    • These cost codes will need to be exported to QuickBooks® Desktop to sync them before any records using these cost codes (budgets, commitments, etc.) can be synced with QuickBooks® Desktop. Prior to export, you will map each cost code to the appropriate income and expense accounts from your QuickBooks® Desktop Chart of Accounts.

    • Projects in Procore must be associated with the QuickBooks Standard Cost Codes list in order to be exported to QuickBooks® Desktop.

    • Jobs that are imported from QuickBooks® Desktop will automatically be associated with the QuickBooks Standard Cost Codes list.


Limitations

  • Syncing Procore cost codes with QuickBooks Items of any other type (inventory part, other charge, etc.) or directly with G/L Accounts from your QuickBooks® Desktop Chart of Accounts is NOT supported.

  • Procore cost codes can only be synced with QuickBooks® Desktop items designated with the type 'Service.'

  • Cost Types are NOT supported. All cost type fields within Procore will display as "Other" on QuickBooks® Desktop integrated Projects. The "Other" cost type is a placeholder within Procore only, and is not transferred to QuickBooks® Desktop in any way.

  • The integration does not write to the "Class" field in QuickBooks® Desktop.

  • Project-Specific cost codes are NOT supported. There is (1) Company Level cost code list for use with all QuickBooks® Desktop-integrated projects.

  • New cost codes added to the Company Level cost code list must be added to the project's WBS to sync with accounting. Additionally, these codes must be exported to QuickBooks® Desktop.

  • Sub Jobs are NOT supported.

  • Custom WBS segments are NOT supported.

  • Cost codes must not exceed 96 characters due to QuickBooks® Desktop's 'Transaction Detail' reporting limitations.

Projects

Considerations

  • 'Job' in QuickBooks® Desktop refers to 'Project' in Procore.

  • Projects that are active or created before connecting the integration will not sync. Our Professional Services team can help you import existing or active projects for an additional fee.

  • How your data syncs depends on your implementation setting:

    • Option 1: "Customers = Jobs" setting:

      • Exporting from Procore: The Accounting Approver exports the project without linking it to a QuickBooks® Desktop Customer. The export automatically creates a new Customer in QuickBooks® Desktop.

      • Importing to Procore: The integration only imports Tier 1 Customers fromQuickBooks® Desktop, creating them as new Projects in Procore.

    • Option 2: "Jobs under Customers" Setting:

      • Exporting from Procore: The Accounting Approver must select an existingQuickBooks® Desktop Customer before exporting. The export creates a new QuickBooks® Desktop Job underneath that Customer.

      • Importing to Procore: The integration only imports Tier 2 jobs (located directly under a customer) from QuickBooks® Desktop, creating them as new Projects in Procore.

        • Note: The integration cannot import Tier 3 or deeper Jobs/Sub-Jobs from theQuickBooks® Desktop Customer Center.

Requirements

  • The project name must be fewer than 41 characters, including spaces.

  • You must select the 'ERP Standard Cost Codes' list for use on your new project.

  • Your new project must be marked as 'Active' in Procore.


Limitations

  • The integration does not support a separate QuickBooks® Desktop company file for each project. Each Procore account supports only one QuickBooks® Desktop file.

  • To integrate active projects, our Professional Services team will work with you to define the scope and provide a Statement of Work (SOW).

    • Note: ERP Professional Services are not included with the QuickBooks® Desktop integration implementation process. The cost varies depending on the scope of the project, which we will outline for your review in a Statement of Work (SOW).

Budget

Considerations

  • A project's budget can be exported to QuickBooks® Desktop to create an Estimate.

  • A project's budget must be synced before Job Costs can be retrieved from QuickBooks® Desktop for display within Procore.

  • Exported data will include Original Budget amounts & Budget Modifications/Budget Changes.


Additional Information

  • Budgets can be re-exported to QuickBooks® Desktop to update the existing Estimate as adjustments (added line items, editing original budget amounts, budget modifications or budget changes) are made to the synced budget in Procore.

  • Both the Project and any Cost Codes included in the Budget must be synced with QuickBooks® Desktop before the Budget may be exported to QuickBooks® Desktop.


Limitations

  • Budgets are export only. Existing QuickBooks® Desktop Estimates can not be imported to Procore.

  • Budget amounts associated with Prime Contract Change Orders (PCCOs) will not be included with the export to QuickBooks® Desktop.

Companies

Import Companies to Procore

  • You can filter companies that are ready for import by company type using the Type filter under the Companies tab on the ERP Integrations page.
    Note: You can filter companies by type, even those without a company type, to be synced to Procore.


Considerations

  • Companies in the Procore Directory can be synced with Vendors in QuickBooks® Desktop in (3) different ways:

    • QuickBooks® Desktop Vendors can be imported to Procore to create a new Company in the Procore Directory.

    • QuickBooks® Desktop Vendors can be linked to an existing Company in the Procore Directory during import.

    • Companies in the Procore Directory can be exported to QuickBooks® Desktop to create a new Vendor in QuickBooks® Desktop.


Additional Information

  • 'Vendor' refers to 'Company' in Procore.

  • There is a setting that can be enabled to allow adjustments made to the Vendor (name, address, phone, and fax numbers) in QuickBooks® Desktop to automatically update the associated synced Company information in the Procore directory during the next Vendor refresh. The setting may be disabled if preferred.

    • Changes made to a Company in Procore will NOT update the synced Vendor in QuickBooks® Desktop.

  • The Company in the Procore Directory must be synced with a QuickBooks® Desktop Vendor before a Commitment associated with that Company in Procore may be exported to QuickBooks® Desktop.


Limitations

  • Companies in the Procore Directory can not be exported to QuickBooks® Desktop as Customers.

  • Linking an existing Procore Company with an existing QuickBooks® Desktop Vendor can not be completed by exporting the company to QuickBooks® Desktop. Linking the (2) existing records together must be done via the Ready to Import filter, using the Link to Existing company/Show Suggested Procore Matches options.

Commitments

Considerations

  • Commitments (subcontracts and purchase orders in Procore) can be exported to QuickBooks® Desktop which will create a new Purchase Order in QuickBooks® Desktop.


Additional Information

  • The Vendor and Cost code/s must be synced with QuickBooks® Desktop before the Commitment can be synced with QuickBooks® Desktop.


Limitations

  • Commitments are export only. QuickBooks® Desktop Purchase Orders can not be imported to Procore.

Commitment Change Orders (CCO)

Considerations

  • Commitment Change Orders (CCOs) are export only. When exported from Procore, new line item/s are created on the original synced Purchase Order in QuickBooks® Desktop.


Additional Information

  • The Commitment must be synced with QuickBooks® Desktop before the CCO can be synced with QuickBooks® Desktop.


Limitations

  • To avoid possible export failure/s, multiple CCOs for the same commitment should be exported to QuickBooks® Desktop one CCO at a time.

Subcontractor Invoices

Considerations

  • Subcontractor Invoices are invoices entered on Commitments (subcontracts and purchase orders) in Procore. These can be exported to QuickBooks® Desktop to create Vendor Bills.


Additional Information

  • The Commitment must be synced with QuickBooks® Desktop before the Invoice can be exported to QuickBooks® Desktop.

  • Retainage syncs to the QuickBooks® Desktop invoice as a separate line item.
    Note: The retainage item must be configured as a 'Service' type item in QuickBooks® Desktop. It should not be a cost code synced from Procore.

Commitment Payments Issued

Considerations

  • With U.S. versions of QuickBooks® Desktop, the payment information for synced Subcontractor Invoices can be imported to Procore. The payment information will be displayed on the Commitment → Payments Tab in Procore.


Limitations

  • Synced Subcontractor Invoices payments can not be retrieved from non-U.S. versions of QuickBooks® Desktop.

Job Costs

Considerations

  • A project's budget must be synced before Job Costs can be retrieved from QuickBooks® Desktop for display within Procore.


Limitations

  • Job cost transactions in QuickBooks® Desktop must be coded to Service Items that are synced with Procore Cost Codes. Transactions that are coded to unsynced QuickBooks® Desktop Items or directly to G/L Accounts (e.g. journal entries) can not be retrieved by the integration.

  • Job costs are displayed in summary per line item only. QuickBooks® Desktop job cost transaction details can not be displayed in Procore.

  • Expenses entered in QuickBooks® Desktop will not be picked up by the integration.


Additional Information

  • QuickBooks® Desktop Job Costs are broken into (2) categories:

    • Commitment Invoiced (Vendor Bills associated with Purchase Orders in QuickBooks® Desktop)

    • Direct Costs (Job cost transactions in QuickBooks® Desktop that are coded using synced Service Items, but are NOT associated with Purchase Orders)

Prime Contracts, Prime Contract Change Orders (PCCOs), Owner Invoices and Payments, Timecards, Timesheets

Limitations

  • Data from these Procore tools and items do NOT sync with QuickBooks® Desktop.

Expenses

Limitations

  • The QuickBooks® Desktop integration does not track expenses of any type.