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How do I set up the subcontractor payment applications and payments feature for Procore + QuickBooks?

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Answer

If you have 'Admin' level permission on the company's ERP Integrations tool, you can complete the initial setup for the QuickBooks® Desktop Subcontractor Payment Applications feature so that your team can sync payment applications from Procore to QuickBooks® Desktop. 

Things to Consider

  • Required User Permissions:
    • To complete the initial setup, ‘Admin’ level permissions on the company’s ERP Integrations tool.
    • To turn the feature ON and to designate the accounting approvers who will be authorized to sync payment applications, you must be your company's Executive Sponsor. 
  • Requirements:
    • This feature requires you to set up a Retention Service Item as specified below, even if your company doesn't typically hold retention on subcontractor payment applications.

Workflow Diagram

Follow the steps below to setup the subcontractor payment applications any payments feature for Procore + QuickBooks® Desktop. If you are using the US or Canada edition of QuickBooks® Desktop, this lets you export subcontractor payment applications from Procore to QuickBooks® Desktop.

 Limited Release

The ability to sync QuickBooks® Desktop Bill Payments with Payments Issued in the Commitments tool is currently supported with Procore + QuickBooks® Desktop U.S. Edition. It is NOT currently supported with the Procore + QuickBooks® Desktop Canada Edition. 

 

 
How do I set up the subcontractor payment applications and payments feature for Procore + QuickBooks
How do I set up the subcontractor invoi...

 
Create a Service Item Named 'Retention'
Create a Service Item...

 

 
START
START
LEGEND
LEGEND
Performed in ERP system
Performed in ERP system
Optional Step
Optional Step

 
Export Subcontractor Payment Applications from Procore to QuickBooks
Export Subcontractor Invo...

 
Enable the 'Inventory and Purchase Orders are Active' Setting
Enable the 'Inventory...
Setup the Subcontractor Payment applications and Payments Feature for Procore + QuickBooks
Setup the Subcontractor Inv...
Is Procore integrated with the US Edition of QuickBooks?
Is Procore integrated w...
Sync QuickBooks Bill Payments with Payments Issued in Commitments
Sync QuickBooks Bill Paym...
Do you want to sync QuickBooks bill payments to Payments Issued in Commitments?
Do you want to sync Quic...

 
END
END
QUICKBOOKS
QUICKBOOKS
PROCORE
PROCORE
SUBCONTRACTOR PAYMENT APPLICATIONS SYNCED
SUBCONTRACTOR INVO...
BILL PAYMENTS SYNCED
BILL PAYMENTS SY...

 

Steps

  1. Set Up the Subcontractor Payment Applications Feature
  2. Configure the Sync Payments for Synced Payment Applications Setting
  3. Email Your List of Accounting Approvers to Procore

Set Up the Subcontractor Payment Applications Feature

Setting up the subcontractor payment applications feature is a three (3) step process:

Step 1: Create a 'Retention' Item in QuickBooks

  1. Launch QuickBooks.
  2. Create an Item and assign the Type as Service. Then name it: Retention
    Note: For step-by-step instructions, see Add, edit and delete items in the QuickBooks Help system. 

Step 2: Enable 'Inventory and Purchase Orders are Active' in QuickBooks

  1. Log in to the data file as an Admin user. 
  2. Choose Edit > Preferences.
  3. Click Items & Inventory.  
  4. Click Company Preferences.
  5. Place a tick in the Inventory and purchase orders are active box. 
  6. Click OK to save the setting.

Step 3: Configure the Payment Application Retention Item Settings in Procore

  1. Navigate to the company's ERP Integrations tool.
  2. Click Configure Settings icons-settings-gear.png.
  3. In the Payment Application Retention Item drop-down list, select the service line item where you want retention to be recorded.
  4. Click Update.

Configure the Sync Payments for Synced Payment Applications Setting

  1. Navigate to the company's ERP Integrations tool.
  2. Click Configure Settings icons-settings-gear.png.
  3. Click Sync Programme.
  4. Under Sync Programme, choose one of these options:
    • Daily
    • Every 4 Hours
    • Never
    • Every 2 Hours
    •  Hourly
  5. Click Update.

Email Your List of Accounting Approvers to Procore

  1. Ask your company’s Procore Executive Sponsor to contact Support with the following information:
    • Email addresses for the accounting approvers who should be granted the additional permission to export subcontractor payment applications to QuickBooks.
      Note:
      • If you do not know your company’s Executive Sponsor, see the Executive Sponsor field under Account Information in the company's Admin tool.
      • If there is no Executive Sponsor listed, contact your company’s Procore Administrator.
  2. The ERP Support Team at Procore will then grant the correct permissions to your company's designated accounting approvers.
    You can then begin using the feature.