Using Coreloops with Quickbooks

How to add cost codes and cost groups

How to reset your password

Managing Purchases in Coreloops

Create Timesheets

Approve Timesheets

How to create a project

Setting up the Xero integration with Coreloops

How to add clients

How to add suppliers

How to add contacts

How to use the cost report

Using Coreloops with Xero 

How to create purchase orders

Managing payment applications

Setting up Projects in Coreloops

How to setup your directory

Learn about setting up a project and starting to track your project spend and profitability all in one place.

Getting Started

Accounting Integrations

his is where you store all of the information about your contacts, suppliers & clients

Projects

Manage all of your financial documents in one place

Documents

Timesheets

<p>&nbsp;</p><h3>Overview</h3><p>Cost codes are cost categories that you can use to split up and categorise different types of costs on your project. You might be using cost codes in a cost tracker or cost valuation report (CVR). This helps you to see where you are spending money on your projects. You can allocate purchase orders, receipts and invoices to cost codes. When you do this they will be grouped into the cost codes automatically and update your cost reports.</p><p>Cost groups are essentially groups of cost codes that you can use for tracking costs at a higher level. A great example of this is tracking different types of subcontractor costs. You may choose to have a subcontractor group with your different types of subcontractors as cost codes. You see the breakdown of cost groups in the cost report overview.&nbsp;</p><p><i>You must allocate all cost codes to a cost group so it's a good idea to create these first.&nbsp;</i></p><p>How to set up cost groups&nbsp;</p><ul><li>Head to the Settings tab in the main menu on the left.&nbsp;</li></ul><figure class="image"><img src="https://cdn-assets.productfruits.com/1c3ed93e-940f-4c2b-9e2b-115afaeb299c"></figure><ul><li>Click the Projects tab in settings, then click on cost groups.&nbsp;</li><li>Create all of your cost groups before creating any cost codes. You can have as many cost groups as you need.</li><li>When creating a cost group you will need to enter the short code, name and description. The short code&nbsp;is typically a 3 or 4 character that will act as a prefix on your cost codes e.g. MAT/M001 [Cost Group/Cost Code]</li></ul><p>Now let's set up your cost codes.&nbsp;</p><p>When allocating costs to cost codes you will see the cost groups come up as shown below. You can learn more about reviewing documents here:&nbsp;</p><figure class="image"><img src="https://cdn-assets.productfruits.com/0455a503-8bee-4f48-86a8-2b497d7f43f2"></figure><h2>How to set up cost codes</h2><p>Once you’ve set up cost groups you can then set up your cost codes.&nbsp;</p><ul><li>Head to the Settings tab in the main menu on the left.&nbsp;</li></ul><figure class="image"><img src="https://cdn-assets.productfruits.com/929bc5d0-0f5c-43eb-a8be-9530aa821b11"></figure><ul><li>Click the Projects tab in settings, then click on cost codes.&nbsp;</li><li>Create all of your cost codes here. You can have as many cost codes as you need.&nbsp;</li></ul><figure class="image"><img src="https://cdn-assets.productfruits.com/77864ea8-9459-441f-9435-8a072c68ac75"></figure><ul><li>When creating a cost code you will need to enter.<ul><li>Cost Code ID: This is essentially the cost code that you will use to allocate costs in future.&nbsp;</li><li>Cost Code Name: The name of the cost code e.g. first fix, Indirect labour etc.</li><li>Cost Group: This is the group that this cost code should belong to.&nbsp;</li><li>Description: This is a description of the cost codes that will help other team members understand what it’s for.</li></ul></li><li>Once you’ve set up all of your cost codes they’ll be for you to use when assigning purchase orders and invoices to your projects. You'll also see them in your project cost reports where you can set your contract value and budget for each and track your actual cost for each cost code in real-time.&nbsp;</li></ul><figure class="image"><img src="https://cdn-assets.productfruits.com/63e8c2c9-094f-4703-9662-4ef0861cee48"></figure><p>If after setting up all of your cost codes and cost groups you need to come back and add more you can do that by heading back to settings &gt; Projects and select cost groups or cost codes.</p><p>Once you’ve added a cost code or cost group it will be available in&nbsp;all new and existing projects.&nbsp;</p><p>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;</p>

<p>A project in Coreloops brings all of your project information, files &amp; reports into one place. It's easy to create a project in Coreloops These are a few simple steps on how to do it.&nbsp;</p><ul><li><strong>Go to the Projects Tab:</strong> On the left-hand side of your dashboard, locate and click on the "Projects" tab.</li></ul><figure class="image"><img src="https://cdn-assets.productfruits.com/b5a18029-10c8-49ef-8ea6-71152e7e47fa"></figure><ul><li><strong>Select New Project:</strong> Within the Projects tab, select "My Projects" to manage and create your projects.</li></ul><figure class="image"><img src="https://cdn-assets.productfruits.com/f416ff76-bd23-48de-90e3-859b38aeef32"></figure><p><strong>Enter Project Details:</strong> Fill in the required project details. This includes:</p><ul><li>&nbsp;Project Name: Use a name that the whole company will be able to point out. This is typically the project address or building name&nbsp;</li><li>Project ID: This is a unique code for this project.&nbsp;</li><li>Client Name: Select from one of the clients in your directory.&nbsp;</li><li>&nbsp;Description: A description of the project that will get everyone on the same page.&nbsp;</li><li>Project Type: Select the type of building or end use that you’re working on e.g. school, house, hotel etc.&nbsp;</li><li>Site Address: Enter and search the site address. If you can’t find a new address please select a nearby landmark.</li><li>Start Date and End Date: Enter the start date for the project.</li><li>Choose a project to use as a template for files and folders: Use this option to select a previous project as a template. This will copy the folder structure, packages and progress BOQ.</li></ul><p><strong>Save and Proceed:</strong> After entering the details, click "Save" to confirm your project setup. Proceed to the next step.</p><p><strong>Upload Documents:</strong> Upload any necessary project documents, such as blueprints, building permits, or other relevant files. This step ensures that all project stakeholders have access to crucial information.</p><p>After you've set up your project; proceed to upload your project schedule of works. This is typically a breakdown of items that you have agreed with your client to deliver. You can learn more about setting that up here.&nbsp;</p>

<h2>Overview</h2><p>Coreloops makes it easy to process purchases, update your project cost reports, and sync with your accounting system all in one workflow. Now you no longer have to enter data twice into your accounting system and then again into your project cost reports.</p><h2>How to set up your Xero integration</h2><h3>Connecting to Xero</h3><p>First, ensure you already have an existing account on Xero. If you haven’t please register here: https://www.xero.com/uk/signup/</p><ul><li>Head to the Settings tab on the left-hand side.</li><li>Click on the integrations tab in settings Integrations.</li><li>Click on 'Connect to Xero'</li></ul><p><img src="https://cdn-assets.productfruits.com/35942f1f-8947-45fb-b311-03b8514ff00d"></p><p>&nbsp;</p><ul><li>You’ll be redirected to the Xero authentication page to log in and authorise Coreloops to access your accounting system.</li></ul><p><img src="https://cdn-assets.productfruits.com/f505bd54-1d13-42e5-a6f1-a3943fb9b483"></p><p>Once you’ve connected Xero and allowed access to your account; you'll see the connected checkmark beside the Xero login on the integrations page.&nbsp;</p><p><img src="https://cdn-assets.productfruits.com/9b73b864-86ee-4460-9d76-6c53a6d0e984"></p><p>You'll be prompted to finish your setup by selecting a default Xero account. This is the default chart of accounts your purchases will be allocated to when synced to Xero. You can control which accounts specific purchases are synced to by syncing your cost codes to specific accounts.</p><p><i>Note: The chart of accounts is a list of all accounts you can use to record your transactions in Xero. It helps you categorise your transactions correctly and group similar accounts together to generate reports about your organisation.</i></p><p>Now that you've connected your Xero account you can do a few more things to ensure your purchases processed in Coreloops are synced to Xero correctly.&nbsp;</p><h3>Import your contacts</h3><p>Head over to the directory tab by clicking on 'Directory' in the menu on the left-hand side.&nbsp;</p><ul><li>Click on Import from Xero in the right-hand corner&nbsp;</li></ul><p><img src="https://cdn-assets.productfruits.com/c8caef70-9167-4db2-add1-1858bf7e5cd7"></p><p><br>You'll see all of your contacts from Xero for you to select which you'd like to import into Coreloops. You can import all of them by clicking 'Import All' or selecting the contacts you'd like to import individually.<br><br><img src="https://cdn-assets.productfruits.com/9c9b6a10-1428-4fc4-beab-90e1e78084e6"></p><p>Once you've imported your contacts you can then sync your cost codes to the Xero chart of accounts.&nbsp;</p><h3>Connect Cost Codes to Chart of Accounts</h3><p>When syncing your purchases to Coreloops you can configure which accounts they are synced to by connecting your cost codes.&nbsp;</p><ul><li>Head over to settings then click on the Projects tab&nbsp;</li></ul><p><img src="https://cdn-assets.productfruits.com/3d8187cd-7341-4eb2-a2d4-bf8e46aac5dc"></p><ul><li>Click on Sync cost codes&nbsp;</li></ul><p><img src="https://cdn-assets.productfruits.com/cd062f7a-e872-4612-b749-6546c8f4f7b9"></p><ul><li>Select which chart of accounts each cost code should be synced to. By syncing a cost code to a chart of accounts, each purchase (or part of it) assigned to this cost code will be sent into Xero and categorised to the respective account.&nbsp;</li></ul><p><i>Note: When a purchase is split and allocated to several different cost codes it will be sent to Xero as one purchase with a line item for each part of the split purchase. Each line item will be allocated to the connected account or the default account, if codes haven't been synced.&nbsp;</i></p>

<p><i>Note: You can add contacts for your suppliers and clients. We know that most suppliers don’t need or won’t have a contact so this is not required. However, all contacts must belong to either a client or supplier profile. You can use contact details to communicate with your suppliers and invite them to the supplier portal.&nbsp;</i></p><p>You can add contacts, suppliers and clients individually, from your accounting system or by importing them in a CSV.&nbsp;</p><h2>Adding Contacts</h2><h3>To add a contact individually:&nbsp;</h3><ul><li>Click on Directory in the side menu</li></ul><p><img src="https://cdn-assets.productfruits.com/1aed40e0-0b50-494a-b495-3f70eee4bba0"></p><ul><li>Click on the 'Add New' button in the right-hand corner. Select Contact.</li><li>Enter the contact details which include.&nbsp;<ul><li>First name</li><li>Last Name</li><li>Email Address</li><li>Category&nbsp;</li><li>Sync to Xero: You can uncheck this if you don't want the invoice from this contact to be synced to Xero</li><li>Job Title</li><li>Phone Number</li></ul></li></ul><figure class="image"><img src="https://cdn-assets.productfruits.com/3c6552c2-5f02-4608-833e-68b8ac6b2394"></figure><p>Once you’ve added a contact to your directory you can edit their details by clicking the 3 dots beside their name in the contacts tab.&nbsp;</p><p>Only the fields marked* are required.</p><h3>Add contacts via Bulk Import&nbsp;</h3><p>If you want to import several contacts at once it might be easier to use our Bulk Import feature. You can import a CSV with several clients and add them all at once.&nbsp;</p><figure class="image"><img src="https://cdn-assets.productfruits.com/f955767b-ae06-4017-8bbb-33d546d73227"></figure><ul><li>In the Directory page, click on Import Bulk (CSV).</li><li>You can download our CSV template and fill this in or upload your own CSV.&nbsp;</li><li>The CSV can include the following details for each Client: Contact First Name, Contact First Name, Category, Job Title, Company, Email Address &amp; Phone Number</li></ul><h2>Adding Suppliers</h2><h3>To add a supplier individually:&nbsp;</h3><ul><li>Click on Directory in the side menu&nbsp;</li></ul><figure class="image"><img src="https://cdn-assets.productfruits.com/2bb138d9-24bf-4678-8d1d-03eb809c75b8"></figure><ul><li>Click on the 'Add New' button in the right-hand corner. Select Supplier.</li><li>Enter the supplier details which include</li></ul><figure class="image"><img src="https://cdn-assets.productfruits.com/67cd117c-fd66-41d6-be58-187d7cf3bb2a"></figure><ul><li>Specialist Category: Enter the category of supplier you are adding. This date will be useful in future to show you which categories you are spending on.</li><li>Supplier Name; The full company name; as you would expect it to be on official documents e.g. JL &amp; Sons Ltd</li><li>CIS Rate*: For companies that are CIS registered; add in their CIS rate. arrangements,</li><li>VAT Rate**: The standard VAT rate for this supplier.&nbsp;</li><li>Supplier contacts: This is where you can add a new existing contact to this supplier. You can send information from Coreloops to this contact in future.&nbsp;</li><li>Phone Number: This is a phone number for the company.&nbsp;</li></ul><h3>Add suppliers via Bulk Import&nbsp;</h3><p>If you want to import several suppliers at once it might be easier to use our Bulk Import feature. You can import a CSV with several suppliers and add them all at once.&nbsp;</p><figure class="image"><img src="https://cdn-assets.productfruits.com/5599b460-5bc4-4a20-b124-c361604d54f2"></figure><ul><li>In the Directory page, click on Import Bulk (CSV).</li><li>You can download our CSV template and fill this in or upload your own CSV.&nbsp;</li><li>The CSV can have the following details for each supplier: Supplier Name, Supplier Category 3, CIS Rate, VAT Rate, and Supplier Phone Number.</li></ul><p>*CIS Rate: This will feed into documents like invoices generated from timesheets or any other arrangement where you are generating invoices for your suppliers/subcontractors e.g. self-billing.</p><p>*VAT Rate: When bills are sent to your accounting system. Each line item of the bill is mapped to an account. This account may have a default VAT rate which will override the actual VAT rate of the invoice. To avoid this entering the VAT rate here will override the account VAT rate for invoices from this supplier.</p><h2>Adding Clients</h2><h3>To add a client individually:&nbsp;</h3><ul><li>Click on Directory in the side menu&nbsp;</li></ul><figure class="image"><img src="https://cdn-assets.productfruits.com/f958b8c5-dc40-462d-8b00-a32fcc57f075"></figure><ul><li>Click on the 'Add New' button in the right-hand corner. Select Client.</li><li>Enter the client details which include. The required fields are marked with a red asterisk*</li></ul><figure class="image"><img src="https://cdn-assets.productfruits.com/3423b44d-e936-4569-a8cb-35e95bb94746"></figure><p>&nbsp;</p><ul><li>Client Name:&nbsp;</li><li>Client VAT Rate:&nbsp;</li><li>Client Email Address: Select the default email address for this client.&nbsp;</li><li>Select Contact: You can select an existing contact or add a new contact here.&nbsp;</li><li>Client Phone Number&nbsp;</li></ul><p>Only the fields marked with the red asterisk* are required.</p><p>Once you’ve added a client you can edit their details by clicking the 3 dots beside their name in the 'Clients' tab.&nbsp;</p><h3>Add clients via Bulk Import&nbsp;</h3><p>If you want to import several clients at once it might be easier to use our Bulk Import feature. You can import a CSV with several clients and add them all at once.&nbsp;</p><figure class="image"><img src="https://cdn-assets.productfruits.com/ded3fa21-e602-4ade-ad16-f28279826a3a"></figure><ul><li>In the Directory page, click on Import Bulk (CSV).</li><li>You can download our CSV template and fill this in or upload your own CSV.&nbsp;</li><li>The CSV can include the following details for each Client: Client Name, Client Phone Number, Client Email Address</li></ul><h2>Importing from your accounting system:</h2><p>Once you’ve connected your accounting system you’ll be prompted to import your contacts, suppliers &amp; contacts. If you want to add more contacts after the initial import an admin can do this in the Integration settings page.&nbsp;</p><figure class="image"><img src="https://cdn-assets.productfruits.com/afef9e14-ecca-4ef5-8d7f-b3d0c5f71528"></figure>

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