Troubleshoot QuickBooks® Desktop Job Cost Budget Discrepancies in Procore

When using the QuickBooks® Desktop integration, job cost data syncs directly to ERP-sourced columns on your project budget, such as Job to Date Costs, Commitments Invoiced, and Direct Costs. Discrepancies between QuickBooks Desktop and Procore typically occur due to sync delays, unapplied budget views, or unsynced budget modifications. Verifying your sync settings and report configurations ensures your financial data remains accurate across both systems.

• Required User Permissions:

  • 'Admin' level permissions to the company's ERP Integrations tool.
    AND

  • You must have the appropriate access permissions in QuickBooks® Desktop to run financial reports.

• Additional Infomation:

  • Set the budget view to the ERP Budget View to display integrated actual costs correctly.

  • Unsynced budget modifications prevent live ERP cost updates from processing.

  • Unallocated expense charges or GL-coded vendor credits appear as No Item actual costs in QuickBooks reports.

  • If a line item with synced ERP direct costs was deleted from the budget, re-adding the line item or entering new costs to that code in QuickBooks will re-pull all previously synced direct costs into Procore.

  • Data Recovery Behaviors: Re-adding costs to previously deleted budget line items automatically pulls pre-existing and new QuickBooks Desktop costs into Procore. Adding a new line item with a $0 budget also imports costs that appear on QuickBooks reports but are missing from the budget.

1. Verify the QuickBooks® Web Connector Sync Status

1. Confirm that the QuickBooks Web Connector is actively running and that there are no pending sync requests blocking data transfer.

2. Confirm Budget Modifications are Synced

1. Navigate to the project's Budget tool.

2. If the Re-send to ERP button appears orange, click Re-send to ERP to export the latest budget changes.

3. Verify the Budget View

1. Navigate to the project's Budget tool.

2. Ensure your active budget view is set your ERP Budget View

4. Perform a Manual Sync in Procore

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

2. Click the Job Costs tab.

3. Click the Sync Job Costs button to initiate a manual synchronization request.

5. Refresh Project Cost Codes

1. Navigate to the project's Admin tool.

2. Click Work Breakdown Structure.

3. Click Cost Codes.

4. Click Refresh Cost Codes.

If cost discrepancies persist after completing these steps, compare your Procore budget against the following QuickBooks reports:

Job to Date Costs Column Discrepancies

Run the Job Estimates vs. Actuals Report in QuickBooks.

1. In QuickBooks® Desktop click Reports.

2. Click Job Costing.

3. Click Job Estimates vs. Actuals Report.

4. Confirm that the Actual Cost total on matches the Job to Date Costs total in Procore, and verify there are no "No Item" actual cost charges listed at the bottom of the report.

ERP Commitments Invoiced Column Discrepancies

Run a Custom Transaction Detail Report in QuickBook.

1. Create Custom Transaction Detail Reports in QuickBooks® Desktop.

2. Verify the Amount column to confirm the total matches your Commitments Invoiced amount in Procore.