Transfer Procore Time Entries to QuickBooks® Desktop
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:
- Configure the Timesheets tool's 'Payroll Software' setting for QuickBooks. See Configure Advanced Settings: Company Level Timesheets.
- 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
- 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:
Video
Steps
Export Timer List from QuickBooks®:
- Log in to QuickBooks® Desktop as the Admin in Single User mode.
- Click File.
- Click Utilities.
- Click Export.
- Click Timer Lists.
- 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.
- In the saved confirmation message, click OK.
Import Timer List to Procore:
- Navigate to the company's Timesheets tool.
- Click the Configure Settings
icon.
- Scroll to the 'Payroll Settings' section.
- In the Payroll Software drop-down, select QuickBooks®.
- Drag and drop your timerlist.iff in the 'Attach File(s) or Drag and Drop' field.
OR
Click Attach Files. - Select your timerlist.iff file.
- 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) |