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Procore

Transfer Procore Timecard Entries to QuickBooks® Desktop

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Objective

To transfer time entries from the Company level Timesheets to QuickBooks® Desktop. 

Background

If your company processes its payroll using QuickBooks® Desktop, you can transfer the time entries from Procore's Company level Timesheets tool using a simple file export process by following these steps:

For QuickBooks® Desktop (2022 or after)

  1. Configure the Timesheets tool's payroll settings for QuickBooks®
  2. Export Time Entries from Procore to Import into QuickBooks® Desktop
  3. Import Procore Time Entries into QuickBooks® Desktop

For QuickBooks® Desktop with Quickbooks® Time (2021 or earlier)

  1. Export a preformatted Intuit Interchange Format (IIF) file from the QuickBooks® system where you intend to transfer your Procore data.
  2. Configure the Timesheets tool's payroll settings for QuickBooks®. 
  3. Import the IIF file from QuickBooks® into Procore's Company level Timesheets tool. 
  4. Export Time Entries from Procore to Import into QuickBooks® Desktop
  5. Import Procore Time Entries into QuickBooks® Desktop
 Note
  • The IIF file provides the data structure that Procore needs to ensure that transferred data is formatted as required in QuickBooks®. Your IIF file must match this structure:
    • Cost Codes Numbering
    • Cost Codes Format
    • Time Types (QuickBooks® Payroll Item)
    • Employee Names
    • Customer Names
    • Job Names
  • Technical support or assistance for creating or importing an Intuit Interchange Format (IIF) file is NOT provided. It is recommended that you always create a backup of your IIF file in case you need to reference it later. 
  • Transferring time entries from Procore is a separate function and does NOT require the Procore + QuickBooks® Connector.

Things to Consider

  • Required User Permissions:
    • To export your time entries, 'Read Only' level permissions on the company's Timesheets tool.
    • To import your time entries, you must be in Single User mode with 'Admin' level permissions on QuickBooks® Desktop Desktop.
  • Supported Versions:
    • QuickBooks® Desktop (2022 or after)
    • QuickBooks® Desktop (2021 or earlier)

Prerequisites

  • Enable the Company level Timesheets tool.

Video

 

Workflows

QuickBooks® Desktop (2022 or later)

QuickBooks® Desktop (2021 or earlier)



Export a Timer List 
as an IIF File from
QuickBooks® Desktop
Export a Timer List...
TIME ENTRIES
IMPORTED
TIME ENTRIES...
IIF STRUCTURE
IMPORTED
IIF STRUCTURE...



START
START
LEGEND
LEGEND
'Admin' on Timesheets
'Admin' on Timesheets
QuickBooks® Desktop Administrator*
*Must be in Single-use mode
QuickBooks® Desktop Administrator*...
Do you want to export the time data collected in Procore and use it to process payroll in QuickBooks® Desktop? 
Do you want to export the time data coll...


END
END
Configure the Company Timesheets Payroll Settings
Configure the Company...
TIME ENTRIES
EXPORTED
TIME ENTRIES...

Import Procore Time Entries to 
QuickBooks® Desktop
Import Procore Time En...
IIF STRUCTURE
EXPORTED
IIF STRUCTURE...
Have you collected all of the time entries that you want to transfer from Procore to QuickBooks® Desktop?
Have you collected all of the time...
PROCORE TIME ENTRIES
PROCORE TIME ENTRIES
Do the employee names and time types in QuickBooks® Desktop exactly match the names and types in Procore?
Do the employee names and time types in...


Import Procore Time Entries to QuickBooks® Desktop
Import Procore Time Ent...
Export Time Entries from Procore to Import to QuickBooks® Desktop
Export Time Entries from...

Steps

  1. Export a Timer List as an IIF file from QuickBooks® Desktop
    Note: This step is only required if using QuickBooks® Desktop (2021 or earlier) or QuickBooks® Desktop 2022 with Quickbooks® Time.
  2. Configure the Company Timesheets Payroll Settings
  3. Export Time Entries from Procore to Import into QuickBooks® Desktop
  4. Import Procore Time Entries into QuickBooks® Desktop
 Note
Some terms may vary between Procore and QuickBooks® Desktop. The table below is a list of terms as they exist in Procore and in QuickBooks® Desktop

 

Procore QuickBooks® Desktop
Cost Code Service Item
Project Name Job Name
QuickBooks Customer (Project Admin Settings) Customer
Day Date
Time Type Payroll Item