Overview

The QuickBooks Desktop Settings page is where you manage your QuickBooks Desktop (QBD) connection, configure how data flows between Procore and QuickBooks Desktop, and set up mappings for line items, projects, and vendors. You can access a separate settings page for each QBD connection your company has.

To open this page, navigate to Settings → Accounting Integrations, find the QuickBooks Desktop integration you want to configure, and click the Settings button (gear icon) next to it.

Integration Status

The Integration Status section at the top of the page gives you a snapshot of your QuickBooks Desktop connection and its current state. It displays the following information:

Pausing and Resuming Sync

The QuickBooks Desktop Sync toggle controls whether data actively syncs between inBuild and QuickBooks Desktop. When you pause syncing, no bills or invoices will be sent to QuickBooks Desktop, but all your existing data and mappings are preserved.

1. Locate the QuickBooks Desktop Sync toggle at the top of the Integration Status section.

2. Click the toggle to switch syncing off (pause) or on (resume).

3. A confirmation toast will appear: "QuickBooks Desktop sync paused" or "QuickBooks Desktop sync enabled."

Syncing QuickBooks Desktop Data

The Sync QuickBooks Desktop Data button pulls the latest accounts, items, vendors, and other reference data from QuickBooks Desktop into inBuild. This keeps dropdown options and mapping lists up to date.

1. Click the Sync QuickBooks Desktop Data button.

2. A loading spinner will appear while the sync is in progress.

3. When complete, a toast notification will confirm: "QuickBooks data sync started successfully."

Reconnecting Your Account

If your QuickBooks Desktop connection has become stale or you need to re-authenticate, use the reconnect option.

1. Click the Start reconnection link in the Integration Status section.

2. You will be redirected to the Conductor authentication flow to re-establish the connection with QuickBooks Desktop.

3. After completing the authentication, you will be returned to inBuild.

Configuration

The Configuration section contains all the settings that control how inBuild translates and syncs your Procore data into QuickBooks Desktop. If you have not yet run the Setup Wizard, this section will show a Start Setup Wizard button instead of the settings described below.

Line Item Mapping

This read-only setting shows how Procore line items are mapped to QuickBooks Desktop. It was set during the Setup Wizard.

Mapping Granularity

This read-only setting shows the level of detail used when mapping Procore cost information to QuickBooks Desktop. It was set during the Setup Wizard.

Project Strategy

This read-only setting shows how Procore projects are represented in QuickBooks Desktop. It was set during the Setup Wizard.

Map QuickBooks Desktop to Procore Projects

This setting controls which Procore projects are included in this QuickBooks Desktop integration. You can sync all projects or select specific ones.

1. Locate the Map QuickBooks Desktop to Procore Projects section.

2. Select one of the two options:

3. If you chose Select specific Procore projects, check the boxes next to each project you want to include.

4. Click Save Settings to apply your changes.

Retainage Account / Retainage Item

This setting determines which QuickBooks Desktop account or product/service is used for retainage lines on synced bills. The label and dropdown options change based on your Line Item Mapping mode:

• If your line mapping mode is Expense Account Mapping, this field is labeled Retainage Account and shows QuickBooks Desktop expense accounts.

• If your line mapping mode is Product/Service Mapping, this field is labeled Retainage Item and shows QuickBooks Desktop products and services.

To change this setting:

1. Click the lock icon next to the dropdown to unlock it.

2. Search for and select the appropriate account or item from the dropdown.

3. The setting saves automatically and the field re-locks to prevent accidental changes.

Overhead Project

Designate one Procore project as your company's overhead project. All bill lines synced to QuickBooks Desktop for this project will be marked as Not Billable.

1. Open the Overhead Project dropdown.

2. Search for and select the Procore project that represents company overhead.

3. The setting saves automatically.

To remove the overhead project designation, clear the dropdown selection.

Billable Setting

The Bills are billable by default toggle controls whether bills synced to QuickBooks Desktop are marked as billable.

• Enabled: All synced bills are marked as billable in QuickBooks Desktop, except for bills associated with the overhead project (which are always marked Not Billable).

• Disabled: All synced bills are marked as not billable.

Bill Date Mode

This setting controls what date is used as the bill date when bills are created in QuickBooks Desktop.

Consolidate Bill Line Items

The Consolidate Bill Line Items toggle controls whether line items with the same cost code on Bills, Vendor Credits, Credit Card Charges, and Credit Card Credits are merged into a single line with the combined amount.

• Enabled: Matching line items are consolidated into one line per cost code.

• Disabled: Each line item is synced individually.

When this toggle is enabled, an additional dropdown appears:

Consolidated Line Item Description

This setting controls how descriptions are handled when multiple lines are merged into one.

Invoice Export Settings

The Invoice Export Settings control how bill data is formatted when it is exported to QuickBooks Desktop. These settings use template editors that let you combine free text with dynamic variables pulled from your Procore data.

Memo Template

The Memo Template defines the content of the memo field on bills created in QuickBooks Desktop. You can type free text and insert dynamic variables that are replaced with actual data at sync time.

1. Click into the Memo Template text field.

2. Type any free text you want to include in the memo.

3. Click + Variable to open the variable dropdown.

4. Select a variable from the list. It will appear as a colored chip in the template.

5. Continue adding text and variables as needed. The template auto-saves after you stop typing.

To remove a variable, click the chip and delete it.

Available variables for the Memo Template:

Line Item Description Template

The Line Item Description Template defines the description that appears on each line item of bills created in QuickBooks Desktop. It works the same way as the Memo Template, with one additional variable available.

This template supports all the same variables listed above for the Memo Template, plus:

Payments

The Enable payment creation toggle controls whether payments are created in Procore when bill payments are recorded in QuickBooks Desktop.

• Enabled: When a bill payment is created in QuickBooks Desktop, a corresponding payment record is created in Procore.

• Disabled: Bill payments in QuickBooks Desktop are not reflected in Procore.

When payments are enabled, a Sync Payments button is available. Click this button to trigger a manual payment sync for this specific QuickBooks Desktop integration. A toast notification will confirm: "Payment sync started."

AR Invoice Settings

The AR (Accounts Receivable) Invoice Settings control how Procore pay applications are synced as invoices to QuickBooks Desktop.

Sync Payment Applications to QuickBooks

Toggle Sync payment applications to QuickBooks to automatically sync Procore payment applications as invoices in QuickBooks Desktop. When enabled, a View Syncs link appears that navigates to the payment applications page where you can monitor sync activity.

AR Retainage Item

Select the QuickBooks Desktop product or service to use for retainage lines on AR invoices. Open the AR Retainage Item dropdown and search for the appropriate item. This field is optional and can be cleared.

AR Retainage Item Tax Code

Select the QuickBooks Desktop tax code to apply to retainage lines on AR invoices. Open the AR Retainage Item Tax Code dropdown and search for the appropriate tax code.

Default Invoice Line Item Tax Code

Select the QuickBooks Desktop tax code to use for consolidated line items or markup line items on AR invoices. This dropdown is only visible when Canadian taxes are enabled.

Consolidate Invoice Line Items

The Consolidate invoice line items toggle controls whether multiple line items on a payment application are merged into a single line item on the QuickBooks Desktop invoice.

• Enabled: All line items on a payment application are consolidated into one line. An additional dropdown, Consolidated Invoice Line Item, appears where you select the QuickBooks Desktop product or service to use for the consolidated line.

• Disabled: Each line item is synced individually. A Default Invoice Line Item dropdown appears instead, where you select a fallback QuickBooks Desktop product or service for invoice lines that do not have an individual item mapping.

QuickBooks Classes

QuickBooks Classes allow you to categorize transactions for reporting purposes. These settings control whether and how classes are applied to bills, purchases, and vendor credits synced to QuickBooks Desktop.

Enable Classes

Toggle Enable Classes to turn class tracking on or off for synced transactions. When disabled, no class information is included on synced bills.

Default Class Mapping Strategy

When classes are enabled, the Default Class Mapping Strategy dropdown determines how the class value is populated on each synced transaction. This dropdown is disabled when classes are turned off.

Invoice Labels (Overhead and Non-Overhead Class Names)

When the Default Class Mapping Strategy is set to Invoice Labels, two text fields appear:

• Overhead Project Class Name: The class name applied to transactions for your designated overhead project. Defaults to "Overhead" if left blank.

• Non-Overhead Project Class Name: The class name applied to transactions for all other projects. Defaults to "Commercial" if left blank.

These fields save automatically when you click out of the field or press Enter.

Data Mapping Tables

The Data Mapping Tables section provides access to three mapping pages where you connect your Procore data to the corresponding records in QuickBooks Desktop. These mapping pages are only accessible after the Setup Wizard has been completed.

Click any of the three cards to navigate to the corresponding mapping page where you can review and update your mappings.

Frequently Asked Questions