Approved Procore pay apps reach QuickBooks with retainage on the balance sheet and each LLC in its own books.
Project managers approve pay apps in Procore, and the controller turns them into bills, invoices and job cost in QuickBooks Online. A Procore to QuickBooks Online integration from Autymate adds the rules Procore's own connector has no setting for: retainage accounts, a job-cost account for each cost type, division classes and a QuickBooks company for each LLC, with anything unclear held for review. Autymate works alongside Procore's own QuickBooks connector: each record type is assigned to one system, so nothing posts twice.
Yes, you can integrate Procore with QuickBooks Online using Autymate. Procore's own connector, switched on through its ERP Integrations tool, exports approved subcontractor and owner invoices and pulls QuickBooks job costs and, in U.S. editions, bill payments back into Procore. It leaves the retainage account, the class field and any second QuickBooks company to you, and Autymate builds exactly those rules into your integration.
Every dollar in Procore carries a project, a cost code and a cost type before accounting sees it.
Each cost sits on a project and a WBS code, such as 09-200 Drywall with the cost type Subcontract. Procore's connector turns every budgeted code into a QuickBooks Service item named project-cost code.cost type, such as 2417-09-200 followed by the cost type, which is why single-tier cost codes cannot sync.
Subcontracts and purchase orders hold the committed cost, and commitment change orders revise it. Procore's QuickBooks Online connector sends neither, so open commitments live in Procore while the bills that draw them down live in QuickBooks, and someone keys the same PO twice to see both.
Each month a sub bills against its schedule of values: work completed this period, retainage held and the amount now due. An Accounting Approver releases it for export, and only the approved invoice becomes a bill in QuickBooks.
The pay app you send the owner carries the full G703 schedule of values. QuickBooks receives a summary: the current payment due on one line and current retainage on a second, with the line detail kept in Procore.
Costs outside a commitment, such as equipment rental or a site trailer, are entered in QuickBooks as bills or expenses against the project's Service item and flow back to Procore once a day, so the budget report shows them.
A share of each sub invoice and owner pay app, 10% in the example below, is held until the work is accepted. The work is earned and the cost incurred, so revenue and job cost stay at the full amount; only the held portion waits in Retainage Receivable or Retainage Payable until its release, often months later.
A subcontract is billed monthly for a year and paid net of retainage, so each posting needs a decision.
QuickBooks Online has no retainage module, so the retainage line has to point at the right account. Withheld from a sub, it belongs in Retainage Payable; held by the owner, in Retainage Receivable. Pointed at a job-cost or income account, it books the job at net, understates cost to date and leaves the retainage you owe, and the retainage owed to you, off the balance sheet.
Procore's connector creates the Service items, and someone still decides which account each one posts to. With Autymate, subcontract, material and equipment costs each land in their own job-cost account, so the project P&L shows what the job is made of. Procore timecards do not sync, so labor reaches the job from payroll coded in QuickBooks.
Procore's connector does not write the QuickBooks class field, so contractors who report commercial, residential or service work separately add the class by hand today. Autymate writes the division class onto every line it posts, so each kind of work reports on its own.
Owner payments do not come back from Procore, and a subcontractor invoice that nets negative, such as a period where a cleanup back-charge is larger than the work billed, does not export at all. Both are entered in QuickBooks by hand, which is where a payment lands on the wrong pay app or a credit is missed at close.
Revised contract value and cost to complete live in Procore, while cost to date and billed to date sit in QuickBooks. Autymate's close checks tie the two by project and cost code, so the WIP schedule and the over and under billing entry your accountant posts start from numbers that already agree.
Ten rules, each built for your business, traced through two Riverside Clinic pay apps.
| Source | Destination | Example |
|---|---|---|
| QuickBooks project | Procore project | Project 2417 Riverside Clinic, created in QuickBooks first and linked in Procore, because Procore cannot export a project it created |
| WBS code | Service item | 2417 + 09-200 Drywall + Subcontract → the project's Service item for that code and type |
| Cost type | Job-cost account | Subcontract → Subcontract Costs; Material → Materials; Equipment → Equipment Costs |
| Approved sub invoice | Bill | Ridgeline Drywall pay app 3 on project 2417: $48,000.00 of work this period to Subcontract Costs, at the full amount |
| Retainage withheld | Retainage Payable | 10% of $48,000.00 → $4,800.00 to Retainage Payable, leaving $43,200.00 in Accounts Payable |
| Approved owner invoice | Invoice | Owner pay app 4 on project 2417 → current payment due, with the G703 schedule of values kept in Procore |
| Retainage held by owner | Retainage Receivable | 10% held on pay app 4 → Retainage Receivable, an asset, with revenue at the full amount billed, as your accountant sets it up |
| Division | Class | Commercial projects → Class: Commercial; service work → Class: Service |
| Legal entity | QuickBooks company | Each LLC in the group → its own QuickBooks company, on the same mapping template |
| Procore invoice number | Duplicate controls | Ridgeline pay app 3 sent twice → posted once, carrying a reference back to its Procore invoice number |
Procore QuickBooks automation starts at an Accounting Approver's sign-off, and Autymate checks every pay app before it posts.
Every period, Autymate confirms each approved pay app in Procore has a matching record in QuickBooks, so anything missing surfaces before close.
A $6,300.00 invoice under a new cost type, Allowance, with no job-cost rule yet, is held for review rather than posted to a default account.
A resent pay app is matched on its Procore invoice number and skipped rather than doubled, and each record type is assigned to Autymate or Procore's connector, so nothing posts twice.
Autymate reconciles each close against Procore, project by project, with checks built around your accountant's rules and running from the first live pay app.
A sub billing in Canadian dollars, or a vendor whose name differs between the two systems, is held for your project accountant's decision, with the reason and what to check.
Autymate's team monitors your runs through month-end, and support is on hand when a held pay app needs a second look.
Five close checks Autymate runs, so your WIP schedule draws on figures that already tie.
Every approved subcontractor invoice for the period has one bill in QuickBooks, for the same vendor, project and invoice number.
Retainage Payable by sub and Retainage Receivable by owner agree with what Procore shows as still held, job by job, including partial releases, so the aging your surety or bank asks for comes from the same figures.
Each owner invoice is matched to the payment recorded in QuickBooks for that pay app.
QuickBooks costs with no project item are listed for recoding, so a Procore QuickBooks job cost integration shows the same cost by code in both systems.
For each subcontract, billed to date in Procore, change orders included, agrees with the bills posted in QuickBooks for that vendor and project.
The native Procore QuickBooks connector is enough for a contractor with one LLC, new projects only, two-tier cost codes and an accountant who has already pointed the retainage item at a balance-sheet account. Once a second company, a division class or a separate cost-type account enters the picture, the connector has no setting for it. That is where Autymate comes in, working alongside the connector with each record type assigned to one system, so nothing posts twice.
| Approach | Best Fit | What to Plan For |
|---|---|---|
| Procore QuickBooks Online connector | New projects, one QuickBooks Online Plus or Advanced company per Procore site | Projects start in QuickBooks; cost codes need two tiers; class, budgets, commitments and owner payments stay outside it. |
| Native connector + Autymate rules | Groups with several LLCs, division reporting or retainage that belongs on the balance sheet | Each record type assigned to Autymate or the connector before the first live pay app, so nothing posts twice. |
| Procore QuickBooks Desktop connector | Contractors staying on QuickBooks Desktop | A different object set, through the Web Connector on the QuickBooks machine. |
| CSV import or a generic sync tool | Occasional bulk loads | Approvals, retainage lines and duplicate checks are handled by whoever runs the import. |
Start with one LLC and one closed month of pay apps, then bring the group onto the same rules.
Note each Procore site and its QuickBooks edition, the tier format of the cost codes, whether Procore Pay is licensed, and who holds the Accounting Approver role.
Settle retainage accounts, cost-type accounts, division classes, which LLC owns each project and which system posts each record.
Set the rules on one company first, covering projects, the Service item for each WBS code, vendors and the invoice reference on every bill.
Test a closed month of sub pay apps and owner billings and compare retainage held, job cost by code and owner receivables with Procore before go-live.
Each further LLC joins with any approved differences, such as its own job-cost accounts, and Autymate's team keeps monitoring runs after go-live.
One Procore accounting integration template serves every LLC, whether projects share a company or each has its own.
Procore's QuickBooks Online connector links one QuickBooks company to each Procore site and does not support a company per project. Construction groups often split by LLC, per region and sometimes per project, which that limit does not follow.
With Autymate, each entity posts to its own QuickBooks company, or its own class in a shared one, on one mapping template.
Retainage accounts, cost-type accounts and division classes are set once for the whole group. A newer LLC that still books equipment to its own account keeps that as an approved adjustment.
A legacy LLC still on QuickBooks Desktop can stay there while the rest of the group runs on QuickBooks Online, because entities in one group can post to different systems.
What a construction controller gets around Procore's ERP Integrations tool, built for your business.
Autymate starts from how your ERP Integrations tool and retainage item are set up today, then assigns each record type to one system, so nothing posts twice.
The held portion of each pay app posts to Retainage Payable or Retainage Receivable accounts your accountant has approved.
QuickBooks is one of 300+ tools Autymate connects, so an LLC running a second accounting system joins the group on the same rules.
Yes.
The QuickBooks Online connector is Procore's own, documented on Procore's support site and enabled through its ERP Integrations tool with your Procore contact. Some guides call it a third-party tool or say to install it from a marketplace, and older forum posts say the two cannot connect without a bridge; those claims are out of date against Procore's current documentation.
A Procore QBO integration through Procore's own connector supports QuickBooks Online Plus and Advanced, because it depends on QuickBooks Projects, which Simple Start and Essentials lack.
Procore's connector overview also lists Intuit Enterprise Suite, while its things-to-know page names only Plus and Advanced, so Enterprise Suite is worth checking with Procore.
We found no published price for Procore's QuickBooks Online connector, so your Procore contact can quote it.
Autymate quotes your integration from a blueprint call that maps your Procore sites, QuickBooks companies and the accounting rules your books need.
No.
Procore's own list of items that do not sync with QuickBooks Online includes budgets, commitments, commitment change orders, prime contracts, prime contract change orders, owner invoice payments, timecards and timesheets. Only the budgeted WBS codes cross, as Service items. Procore's separate Desktop connector exports budgets as estimates and commitments as purchase orders, which is a different product.
To connect Procore to QuickBooks Online natively, the connector is enabled through Procore's ERP Integrations tool.
Projects start in QuickBooks Online and are imported or linked in Procore, cost codes need two or more tiers, and someone sets the account each Service item posts to. An Accounting Approver accepts vendors and subcontractor invoices and is the only user who can start their export.
Procore's connector puts retainage on its own line, using a Service item chosen in its settings, on both subcontractor bills and owner invoices.
Which account that item posts to is set in QuickBooks. With Autymate, retainage on every bill and owner invoice posts to the Retainage Payable and Retainage Receivable accounts your accountant approves.
Procore designed its native connector for new construction projects and says projects in progress, or created before the connection, cannot be synced; it offers paid professional services for them.
Autymate can bring existing projects into the integration too, mapping each one and checking it against Procore before its first live pay app.
Both systems hold it.
Procore's QuickBooks Online connector syncs vendors both ways, but an edit to a linked vendor on one side does not carry to the other, so a changed name or address is maintained twice. With Autymate, one system owns vendor details and Autymate keeps the other in step, so a change is made once. A new vendor with no approved rule is held for review.
Procore imports only bills, expenses, vendor credits and credit card credits coded to a project's Service item, once a day.
A journal entry or a line coded straight to an account stays in QuickBooks, a deleted transaction stays in Procore, and a voided one drops to $0.00. Autymate's monthly close check lists each one, so your team can correct it before the books close.
Usually because a WIP schedule reads committed cost and cost to complete from Procore and actual cost from QuickBooks, and the native connector does not send budgets, commitments or change orders.
Autymate's close checks compare billed to date with each subcontract and list costs to recode, so the WIP schedule starts from figures that tie.
Procore's QuickBooks Online connector exports budgeted WBS codes about every five minutes and imports job costs from QuickBooks once a day.
Approved subcontractor invoices are sent when an Accounting Approver starts the export. Autymate posts on the schedule your close needs, its completeness check catches a missing pay app before close, and Autymate's team monitors your runs.
Yes.
The Procore QuickBooks Desktop integration is a separate connector that runs on the QuickBooks machine through the Web Connector, staging jobs and vendors hourly and job costs every two hours. Autymate connects a Desktop company alongside your QuickBooks Online companies, so one group can post to both.
To connect Procore to QuickBooks with your own rules, bring one month of approved sub pay apps and your cost code list. We will mark which records Procore's connector already handles and which need a retainage, class or entity rule.
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