Export Timecard Entries from Procore to Import into QuickBooks® Desktop
Note:This is separate functionality from the Procore + {{integrations_QuickBooks}} Connector.
This is separate functionality from the Procore + {{integrations_QuickBooks}} Connector.
Objective
To export project timecard entries from Procore to import into QuickBooks® Desktop.
Things to Consider
Required User Permissions:
To export your timecard entries, 'Read Only' or higher permissions on the Company level Timesheets tool.
To import your timecard entries, you must be in Single User mode with 'Admin' level permissions on QuickBooks© Desktop.
Supported Versions:
QuickBooks® Desktop
Additional Information:
When you export your time entries, you can select to automatically mark the entries as 'Completed' in Procore.
You cannot re-import the same individual file. However, if you export the same file twice from Procore and import both of those files into QuickBooks© Desktop, the data will be duplicated.
To safeguard your data, back up your QuickBooks© Desktop company file before you import your IIF file.
You must be using Service Type Items in QuickBooks© Desktop.
Workers Compensation will need to be configured for timecard entries created through the IIF file.
When importing an IIF file, if the "QuickBooks Customer" field is left blank in the project's Admin tool, QuickBooks© Desktop will create the new job as a Customer.
Employee names must match exactly in the IIF file and in QuickBooks© Desktop. If the employee names do not match, QuickBooks© Desktop will create a new employee.
The 'Use time data to create paychecks' box must be marked when setting up an employee in QuickBooks© Desktop to pull the hour data and cost codes into paychecks.
NoteThe 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.
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.
Prerequisites
Review the process at Transfer Procore Timecard Entries to QuickBooks® Desktop.
Complete the steps in Export a Timer List as an IIF file from QuickBooks® Desktop.
Note: This is only required if you are using QuickBooks® Desktop (2021 or earlier) or QuickBooks® Desktop 2022 with QuickBooks® Time.Follow the steps in Configure the Company Timesheets Payroll Settings.
Video
Steps
Navigate to the company's Timesheets tool.
Locate the timecard entries to export.
Click Export.
Select the option based on your Company Timesheets Payroll Settings.
Optional: Mark the checkbox to automatically update the status of all exported time entries to 'Completed'.
Click Export.
An IIF file automatically saves to your computer.
NoteIf you chose to mark all exported time entries as 'Completed', you will receive an email when the statuses have been updated. Depending on the number of time entries, this may take several minutes. You can navigate away from the page and continue working in Procore, as the statuses will continue to update in the background.
If you chose to mark all exported time entries as 'Completed', you will receive an email when the statuses have been updated. Depending on the number of time entries, this may take several minutes. You can navigate away from the page and continue working in Procore, as the statuses will continue to update in the background.