Integrations · Procore × QuickBooksERP · ACCOUNTING

Procore × QuickBooks integration.

A custom-built sync between Procore and QuickBooks Online or Enterprise. Commitments, change orders, invoices, vendor records, and payment status move bidirectionally against the public Procore REST API and either the QuickBooks Online API or the QuickBooks Desktop SDK. Class and job-cost coding mapped at the field level. Retainage handled correctly.

Schedule a 14-day audit →15 min with a Procore developer
01. What syncs, what doesn’t

Specific objects. Class-mapped at the line.

Procore objects map to QuickBooks objects with the project as the customer or sub-customer and the cost code as the class. The transformation runs on every change event; full reconciliation runs nightly to catch anything webhooks dropped.

PROCORE
DIRECTION
QUICKBOOKS
Projects/rest/v1.0/projects
→
Customers · sub-customersQBO: Customer · QBD: Customer + Job
CommitmentsSubcontracts · purchase orders
→
Purchase ordersQBO PurchaseOrder · QBD PurchaseOrderAdd
Change orders
→
PO modifications · estimate adjustments
Owner invoices
→
AR invoicesQBO Invoice · QBD InvoiceAdd
Subcontractor pay apps
→
AP billsQBO Bill · QBD BillAdd
Vendors · customers
⇄
Vendors · customers
Payment · cleared status
←
Bill payments · depositsQBO Payment · QBD ReceivePayment
What stays manual: chart-of-accounts structure, year-end closing entries, sales-tax setup, and any 1099 adjustments. Structural QuickBooks changes flow through the controller, not the sync.
02. The boundary problem this solves

Procore knows the project. QuickBooks knows the books.

Most construction firms running QuickBooks have a job-cost setup that mostly works in QuickBooks and is mostly invisible to Procore. The project manager opens Procore to see what’s been committed, and the controller opens QuickBooks to see what’s actually been paid, and the gap between those two views is where margin disappears. Change orders get approved in Procore and never make it into QuickBooks as a PO modification. Subcontractor pay apps get processed in QuickBooks and never roll back into Procore as paid commitments. Six months in, both sides quietly stop trusting the other system.

The integration closes that gap with explicit field mappings and a reconciliation job that flags anything ambiguous instead of silently overwriting. The controller keeps using QuickBooks the way the controller has always used QuickBooks. The project manager keeps using Procore. Both sides see the same project, and the month-end close stops being a forensic exercise.

This is the most-requested ERP integration we ship, partly because QuickBooks is the default accounting platform for mid-market construction and partly because the gap between Procore commitments and QuickBooks actuals is where most operators first feel the pain.

The Procore × QuickBooks integration is about making sure committed and paid are the same numbers. Everything else is downstream of that.

03. How we build it

Public APIs on both ends. Edition-aware.

The Procore side runs on the Procore REST API v1.0 with OAuth 2.0 and webhook subscriptions for change events on commitments, change orders, invoices, and vendors. The QuickBooks side depends on the edition. For QuickBooks Online we use the QuickBooks Online API v3 with OAuth 2.0 and the QBO webhooks. For QuickBooks Desktop Enterprise we use the qbXML SDK via the Web Connector or, where the customer prefers, a direct ODBC connection to the company file.

The transformation layer holds the field-mapping config, the class / job mapping that bridges Procore cost codes to QuickBooks classes and items, and the reconciliation jobs that catch what webhooks miss. Exception cases land in a dead-letter queue with a controller-facing UI so we never silently overwrite a QuickBooks transaction. Code in your repo, infrastructure in your cloud, both sets of credentials in your secret store.

04. Where this fits in our engagement model

Three modes. Pick where you are.

— DIAGNOSE

The 14-Day Audit

Fixed fee · 14 days

We map the Procore × QuickBooks surface end-to-end. Edition, class mapping, retainage policy, what stays manual. Output: a written 90-day plan with field mapping and a real estimate. More on the audit →

— BUILD

The Build Engagement

Scoped quote · 8–14 weeks

The implementation. OAuth or Web Connector setup, the transformation layer, the reconciliation jobs, the controller-facing exception UI. Tested against your QuickBooks file and your Procore project data.

— EMBED

The Retainer

Capped hours · Monthly

QuickBooks releases new versions. Procore ships API updates. We retain a fractional engineering presence to handle version churn, new mappings, and the next request from the controller. Capped hours.

05. Frequently asked

Procurement-stage questions we get on this one.

Does QuickBooks have a native Procore integration?

Procore's first-party QuickBooks connector covers a subset of objects and assumes a particular chart-of-accounts shape. Most mid-market GCs and specialty contractors end up needing a custom layer on top to handle class mapping, job-cost coding, retainage, and the WIP entries QuickBooks doesn't model natively. We build that layer against the public Procore REST API and the QuickBooks Online API or the QuickBooks Desktop SDK, depending on which edition you're on.

Online or Enterprise — does it matter?

Yes. QuickBooks Online uses a REST API with OAuth 2.0 and supports webhooks. QuickBooks Desktop Enterprise uses the qbXML SDK over the Web Connector or a direct ODBC connection. The transformation logic is similar but the integration surface is different. We've shipped both. If you're on Desktop Enterprise and considering Online, the audit covers whether the migration is worth doing before the integration ships.

How does job-cost class mapping work?

Every Procore commitment, change order, and invoice line carries a project ID and a budget code. We map project ID to a QuickBooks customer or sub-customer, budget code to a class or item, and the cost code to a service or expense account. The mapping config is editable by the controller without redeploying code — a CSV in your repo, or a small admin UI if you want it visual.

What about retainage and progress billing?

QuickBooks Online's progress invoicing was added in 2020 but doesn't model retainage as a first-class concept. We hold retention in a liability account and release it as a separate invoice transaction at the milestone Procore marks it released. Enterprise has more flexibility via custom transaction types; we use those where available. The audit decides whether your accountant wants retention surfaced in QuickBooks as transactions or held only in Procore with a reconciliation report.

Can the integration write back actuals to Procore?

Yes — that's usually the point. QuickBooks holds the ground truth on what's been paid and what's cleared. The integration writes paid status and cleared dates back to Procore so the project manager and the controller see the same numbers. We don't write back to Procore budgets or commitments from QuickBooks; budget changes flow in the other direction so Procore stays the system of record on project scope.

06. Related integrations

Other Procore integrations we ship.

Each one is its own build with its own object map. Back to the Procore integrations hub for the full overview.

— ERP · ACCOUNTINGProcore × XeroRead the brief →— ERPProcore × NetSuiteRead the brief →— ERP · CONSTRUCTIONProcore × Sage 300 CRERead the brief →— ENTERPRISE ERPProcore × SAPRead the brief →— FIELD FORMSProcore × GoCanvasRead the brief →— CAPABILITY · CUSTOM BUILDProcore × Construction FormsRead the brief →
07. Begin
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Procore commitments and QuickBooks actuals not lining up at month-end?

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