Configure Advanced Settings: QuickBooks® Desktop

Configuring advanced settings establishes specific automation rules and financial thresholds for data syncing between Procore and your accounting system. By setting up these preferences centrally, you ensure that cost data, job costs, and commitments flow between both systems accurately according to your company’s standard accounting practices. This eliminates manual cross-referencing and reduces transaction processing errors.

• Required User Permissions on the company's ERP Integrations tool.

• 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.

1. Navigate to the company's ERP Integrations tool.

2. Click Configure Settings .

3. Under General Settings select any options that apply: Show/Hide Details

   • Default Project Template: Select the default template to use when importing projects from your ERP system.

   • Automatically add new cost codes to budgets on QuickBooks integrated projects: To track costs efficiently, select this option to automatically add new QuickBooks cost codes to your Procore budget during a sync.

     • Locked Project Budget: Only items with a Job to Date Cost are imported as new line items, and Original Budget amounts are excluded.

     • Unlocked Project Budget: Items with a Job to Date Cost, an Original Estimate amount, or both will be imported.

   • Procore's Budget Direct Costs Column: For QuickBooks integrated projects, the Direct Cost budget column can either be read only and populated with data from QuickBooks or editable and not populated from QuickBooks.

     • Read only, populate from QuickBooks.
       OR

     • Editable, do not populate from QuickBooks.

       • Hide Job To Date Costs Column on the Budget: Select this checkbox to hide the Job to Date Costs column on the budget.

   • Vendors will be Automatically Updated: Choose between these options:

     • Automatically Update Vendors when Refreshing the Vendor List: When a vendor is updated in your ERP system, the vendor data will also be refreshed in Procore.
       OR

     • Do Not Update Vendors: When a vendor is updated in your ERP system, the vendor data will NOT be refreshed in Procore.

   • Edit Synced Direct Cost Transactions: Select this checkbox to edit or delete direct costs synced from QuickBooks. These updates will NOT sync back to QuickBooks.

   • Invoice Retainage Item: Select the QuickBooks item used to track retainage held or released on subcontractor invoices.

4. Under Export Settings select any options that apply: Show/Hide Details

   • Sets the subcontract invoice number to use a fixed format (Commitment Number - Application Number) during export.

     • Override Subcontractor Invoice Number. This setting is disabled by default.

       • Enable this setting to prevent errors caused by exporting duplicate invoice numbers to your ERP system.

       • The first requisition on commitment SC001 becomes SC001-01.

   • Direct Export.

     • Select the checkboxes next to the tools you want to enable:

       • Subcontractor Invoices

     • Once enabled, click Send to ERP on any item to export it directly to your accounting system and bypass the ERP Integrations tool.
       

5. Click Update.