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How do I set up the subcontractor progress claims 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 Progress Claims feature so that your team can sync progress claims 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 progress claims, 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 progress claims.

Workflow Diagram

 

Steps

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

Set Up the Subcontractor Progress Claims Feature

Setting up the subcontractor progress claims 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. Register in to the data file as an Admin user. 
  2. Choose Edit > Preferences.
  3. Click Items & Inventory.  
  4. Click Company Preferences.
  5. Place a checkmark in the Inventory and purchase orders are active box. 
  6. Click OK to save the setting.

Step 3: Configure the Progress Claim 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 Progress Claim 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 Progress Claims Setting

  1. Navigate to the company's ERP Integrations tool.
  2. Click Configure Settings icons-settings-gear.png.
  3. Click Sync Program.
  4. Under Sync Program, 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 progress claims 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.