Transfer Procore Timecard 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 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 icon 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)

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diagram_timesheets_company-level_transfer-procore-time-entries-to-quickbooks-desktop-2022-and-after.png

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diagram_timesheets_company-level_transfer-procore-time-entries-to-quickbooks-desktop-2022-and-after.png

diagram_timesheets_company-level_transfer-procore-time-entries-to-quickbooks-desktop-2022-and-after.png

QuickBooks® Desktop (2021 or earlier)

diagram_timesheets_company-level_transfer-procore-time-entries-to-quickbooks-desktop.png

diagram_timesheets_company-level_transfer-procore-time-entries-to-quickbooks-desktop.png

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diagram_timesheets_company-level_transfer-procore-time-entries-to-quickbooks-desktop.png

diagram_timesheets_company-level_transfer-procore-time-entries-to-quickbooks-desktop.png

diagram_timesheets_company-level_transfer-procore-time-entries-to-quickbooks-desktop.png

diagram_timesheets_company-level_transfer-procore-time-entries-to-quickbooks-desktop.png

diagram_timesheets_company-level_transfer-procore-time-entries-to-quickbooks-desktop.png

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diagram_timesheets_company-level_transfer-procore-time-entries-to-quickbooks-desktop.png

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 or later 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 icon 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