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Transfer Procore Time 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. However, before you can start that data transfer, you must complete some set up steps:

  • Export a preformatted Intuit Interchange Format (IIF) file from the QuickBooks® system where you intend to transfer your Procore data.
  • Configure the Timesheets tool's payroll settings for QuickBooks®. 
  • Import the IIF file from QuickBooks® into Procore's Company level Timesheets tool. 
 Notes
  • The IIF file provides the data structure that Procore needs to ensure that transferred data is formatted as required in QuickBooks®. 
  • 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.

After completing the set up, you can then transfer the time entries collected in Procore. For instructions, see Export Time Entries from Procore to Import into QuickBooks® Desktop. 

Things to Consider

  • Required User Permissions:
    • To export your time entries, 'Read Only' or higher 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.
  • Prerequisite:
  • Additional Information:
    • Important!  The structure of the IIF file that you export from QuickBooks® must  exactly match the structure of the file that you import to Procore:
      • Cost Codes Numbering
      • Cost Codes Format
      • Cost Codes Time Types
      • Employee Names
      • Customer Names
      • Job Names

Video

 

Steps

  1. Export Timer List from QuickBooks®
  2. Import Timer List to Procore

Export Timer List from QuickBooks®:

  1. Log in to QuickBooks® Desktop as the Admin in Single User mode.
  2. Click File.
  3. Click Utilities.
  4. Click Export.
  5. Click Timer Lists.
  6. In the Export window, complete the following:
    • In the 'Save in' drop-down menu, select the location where you want to save the .IIF file.
    • In the 'File name' field, type in the file name you want to use (such as 'timer list').
    • In the 'File type' drop-down menu, select IIF Files (*.IIF).
    • Click Save.
  7. In the saved confirmation message, click OK.

Import Timer List to Procore:

  1. Navigate to the company's Timesheets tool. 
  2. Click the Configure Settings icons-settings-gear.png icon.
  3. Scroll to the 'Payroll Settings' section.
  4. In the Payroll Software drop-down, select QuickBooks®.
  5. Drag and drop your timerlist.iff in the 'Attach File(s) or Drag and Drop' field.
    OR
    Click Attach Files.
  6. Select your timerlist.iff file.
  7. Click Open.
    The data from the file automatically fills in the following information under 'Current Settings':
    Note: If you get the 'Error' message "You cannot import QuickBooks Pro Timer data for a different company. Please open the correct company file”, re-import your Timer List file into Procore.
    • Ver (Timer Version): The version number of the QuickBooks® Timer.
    • Company Name: The name of your QuickBooks® company.
    • Rel (Timer Release): The release number of the QuickBooks® Timer.
    • Company Create Time: The unique number that comes from your QuickBooks® company file when you export lists to the Timer. The number identifies which company file the lists came from.
      Note: Once the import is complete, Workers Compensation codes will need to be manually entered.

Note: Some terms may vary between Procore and QuickBooks®. The table below is a list of terms as they exist in Procore and in QuickBooks®:

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

See Also