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Procore

Add a Procore Project to Xero™

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Objective

To create a new project in Procore and export it to an integrated Xero™ system as a new job with a unique Xero™ Job ID.

Background

If your company implemented the Procore + Xero™ Connector in your environment, you have the ability to create a new project in Procore and then send that project to the ERP Integrations tool for review by accounting approvers. Upon your acceptance by an approver, Procore will export the appropriate project data and then create a new 'Job' with a unique 'Job ID' in Xero™.

To accomplish this, your company must first setup the Xero™ Connector. See Xero™: Setup Guide. The next step is to create a new project in Procore using the Steps below. Once the project is created, you will copy the "Xero™ Cost Codes" list to your Procore project and then send all of your new project information to the ERP Integrations tool for accounting approval.

After an accounting approver reviews and submits an 'Accept' response for the Procore project in the ERP Integrations tool (see Accept or Reject a Project for Export to Xero™), Procore will export the project data during the sync process. In addition to creating a new 'Job' in Xero™, the Standard Cost Codes information in Procore is synced to the new Xero™ job.

Things to Consider

  • Required User Permission:
    • 'Admin' level permissions on the Company level Directory tool.
      OR
    • 'Read Only' or higher on the company's Portfolio tool with the privilege to create new projects. See Allow Users to Create New Projects.
  • Prerequisites:
    • Important! Your new project must use the 'Xero™ Standard Cost Code List' in order for the project to be eligible to be sent to Xero™. See Configure Cost Code Preferences for Xero™.
    • Complete the steps in the Xero™ Setup Guide.
    • If your company is planning to use the Project level Bidding tool, complete the steps in Add Project Bid Types.
    • If your company is planning to organize its projects in the company's Programs tool, complete the steps in Add Programs.
    • If your company uses a classification system to organize your projects by type, complete the steps in Add a Custom Project Types.
    • If your project has a logo that you would like to display in the Procore application and reports, ensure that you have a logo image ready to upload. You can also upload it at a later time. See Upload a Project Logo.

      Notes:

      • ​​For best results, always resize the logo image to 200 x 70 pixels (width x height) and save it in the GIF, JPG, or PNG format before you upload it. 
      • To resize your logo image, open the logo file in a raster-based image editor (i.e. Paint, Paint.NET, Photoshop, etc.). Next, save a copy of the logo as an image file to your computer. Then adjust the image size to 200 x 70 pixels.
  • Limitations:
    • Procore does not currently support sub jobs for Xero™ integrated projects. 
    • Procore projects cannot be deleted. However, you can change its status to Inactive. For instructions, see Change a Project's Status to Active or Inactive.
  • Additional Information:
    • Before you can sync data project data between the two (2) systems, your Procore point of contact must enable the 'Can Push to Accounting' privilege for your company's accounting approvers. See What is the Accounting Approver role? This gives users with 'Standard' level permissions to the ERP Integrations tool permission to accept or reject the data that is synced between Procore and Xero™. See Accept or Reject a Project for Export to Xero™.

Steps

Use the Project Creation Assistant to add a new project. These are the steps:

  1. Launch the Project Creation Assistant
  2. Add Project Details
  3. Add and Remove Tools in the Project Toolbox
  4. Add Project Cost Codes
  5. Send a New Project to the ERP Integrations Tool
  6. Update Directory
  7. Upload Drawings
  8. Upload Specifications
  9. Upload Schedule

Launch the Project Creation Assistant

  1. Navigate to the company's Portfolio tool.
  2. Click Create Project.

    create-portfolio-project.png

    This launches the Project Creation Assistant. 

Add Project Details

  1. Make sure Project Details is highlighted in the right sidebar.
  2. Under General Information, do the following:

    project-details-gen-info.png

     

    3. Project Photo. Click the photo area and then upload the photo that you want appear as the project photo on the project's Home page. The image must not exceed the 3MB maximum. It must also be saved in the GIF, JPG, or PNG file format. To change this photo at a later time, see Add or Edit General Project Information or Add a Project Photo.

    4. Project Type. Select a project type from the drop-down list. These selections are created with the company's Admin tool. See Add a Custom Project Type.

    5. Project Stage. Select a project stage from the list. Depending on your selection, additional Procore features may be enabled (e.g., if you select the Bidding stage, the project's Bidding tool will be enabled in Procore). These selections are created with the company's Admin tool. See Add Custom Project Stages to Your Company.

    6. Job Number. Enter a unique project ID or number to differentiate it from other company projects.

    7. Start Date*. This represents the date that the project will start and also will be used to calculate construction volume.

    8. Estimated End Date*. This represents the date that the project will end and also will be used to calculate construction volume.

    9. Project Description. Enter a brief project summary.

    10. Estimated Project Value*. Enter the anticipated project value upon completion. Enter a value to the nearest whole number. For example, if your project's estimated value is $18 million dollars, enter $18,000,000.00 in the box.

  3. Under Account and Contact, do the following:

    account-and-contact.png

    1. Office. Choose the office that is managing this project. These selections are created in the company's Admin tool. See Add an Office Location.

    3. Country*. Select the country from the drop-down list. 

    4. State. Select the state for the project from the drop-down list.

    5. City. Enter the full city name for the project. 
      Note: Do not abbreviate the city name. 

    6. Zip. Enter the ZIP/postal code for the project.
      Note: Procore uses a third-party service to automatically determine the County name based on the 'Address' and 'ZIP' fields. Since this is auto-determined, there is no data-entry for County in the Create New Project page. To change the County value, see Update General Project Information.

    7. Timezone*. Choose the correct time zone for the project from the drop-down list. This time zone will determine time stamps on items in the project.

    8. Job Phone. Enter in the main contact phone number of the job site. Team members will be able to see this phone number and use it if desired.

    9. Job Fax. Enter the onsite fax number here (if available). This gives team members the ability to see and use the project's fax number when needed. 

  4. Under Advanced, do the following:

    advanced-info.png

    1. Project Flag. Select a color for the project flag from the drop-down list. The system's default color selections are: RED, YELLOW, and GREEN. This lets you visually organize your projects (e.g., you might want to flag internal projects as RED and commercial projects as GREEN). 

    2. Departments. Select one or more departments who have responsibility for the project. These selections are created with the company's Admin tool. See Custom Company Projects.
      Note: These departments appear in the Timecard and Directory tool, and may also appear in other Procore tools depending on your company's specific configuration.

    3. Bid Type. Select the bid type from the list. These selections are created with the company's Admin tool. See Add a Custom Bid Type.

    4. Owner. Select the owner type from the drop-down list. These selections are created in the company's Admin tool. See Add a Custom Owner Type.

    5. Square Feet. Enter the project's square footage.

    6. Program. Select the program to classify your project under. ​These selections are created with the company's Admin tool. See Add Programs.
      Note: You can view your projects by program using the Programs tool.

    7. Region. Select the region you want to classify your project into. These selections are created with the company's Admin tool. See Add Project Regions.
      Note: You can view projects by region in the Portfolio tool.

    8. Parent Job. Select the name of the parent project in Procore from the drop-down list. In Procore, a parent job is a Procore project that has been designated as the 'parent' project for one or more related project(s) in Procore's Portfolio tool. To learn more, see What's the difference between a job, a parent job, and a sub job?

    9. Warranty Start Date. Select the start date for the construction contract warranty.

    10. Warranty End Date. Select the end date for the construction contract warranty.

    11. Active Project? Place a checkmark in this box to classify the project as Active (recommended) or clear the checkmark from the box to classify it as Inactive.

    12. Copy Directory From. Select one of the projects in your company's Procore account to copy the user and company information from that project's Directory into your current project's Directory tool. See Copy Directory From One Project to Another.

  5. Click Create Project. 
    This button turns GREY and becomes unavailable for further use.
  6. Choose from these next steps:

Add and Remove Tools in the Project Toolbox

  1. Make sure the Tools link is highlighted in the right sidebar.
    This opens the <Project Name> Active Tools page.
    Important! If the Tools link does NOT appear in the project creation assistant, it is because the project template that you applied to your new project already defines the project's tools. If you want to modify tools later, you can do so after you've completed the project creation assistant. See Add and Remove Tools on a Project.
  2. Add and remove tools for each product line as follows:

    tools-select.gif
     
    • To add all available tools, place a checkmark next to the Select All box in the top-right corner. 
    • To add a tool, place a checkmark next to box that corresponds to desired tool. This shows the selected tool in the project's toolbox. 
    • To remove a tool, remove the checkmark from the box for the desired tool. This hides the selected tool in the project's toolbox. 
  3. Rearrange tools as follows:

    tools-rearrange.gif
     
    1. Grab the desired tool by the more menu (≡).
    2. Use a drag-and-drop operation to move the selected tool into the desired position in that product line. 
  4. Click Select Tools. 

    select-tools-button.png

    The system displays a GREEN banner to confirm your settings were saved. 

Add Project Cost Codes

  1. Make sure Cost Code is highlighted in the right sidebar.
    This opens the cost code page for your new project.
    Notes:
  2. Choose from these options (A) or (B):
    1. If you will be syncing data with Xero™ you will see the Source drop-down list. Do the following:
      1. Select Xero™ Standard Cost Code List.
        Note: You will only have the ability to select this option if your company has enabled the Procore + Xero™ integration. This is a required setting for the Procore + Xero™ integration. 
        OR
    2. If you will NOT be syncing your project data with Xero™, choose from these options:
      1. To copy only selected codes from Procore's standard cost code list:
        1. Expand the desired division folder(s).
        2. Highlight the desired cost codes.
        3. Click Copy Selected Codes. 
      2. To copy all of the codes from Procore's standard cost code list:
        1. Click Copy All Codes.
           Tip
  3. Click Next.
    The New Project Created page appears. 

    qb-new-project-created.png
     
  4. Continue with Send a New Project to the ERP Integrations Tool.

Send a New Project to the ERP Integrations Tool

  1. At the New Project Created page, choose from these options:
    1. If you want to send your new Procore project data to the Company level ERP Integrations Tool for accounting acceptance, click the Send to ERP button. Before the data is synced between the two systems, an accounting approver must accept the data as described in Accept or Reject a Project for Export to Xero™.

      send-to-erp-button.png

      OR
    2. If you want to send your new Procore project data to the Company level ERP Integrations tool at a later time, click Continue Project Setup. Later, do the following:
      1. When you are ready to send your data to the ERP Integrations tool, see Send a Procore Project to ERP Integrations for Accounting Acceptance. 
      2. Before the data is synced between the two systems, an accounting approver must accept the data as described in Accept or Reject a Project for Export to Xero™.


        continue-project-setup-button.png

Update Directory

  1. Make sure Directory is highlighted.

    add-directory.gif
     
  2. Add contacts and companies from the Company Directory to your Project Directory as follows: 
    • If your project is based on an existing project template, you can add all of the companies and employees for those companies by clicking Select All in the drop-down menu. 
    • To add a company from Procore's Company Directory and all of that company's employees, begin typing the company name. When the system finds the appropriate match, select the company from the list. This adds both the company and people to the Project Directory.
    • To add a person, begin typing the person's name. When the system finds the appropriate match, select that person from the list:
      Notes:
      • If you want to remove a company or a person, click the delete icon-permissions-no-access-x.png icon across from the company or person.
      • If you want to remove all companies or people, click Clear All in the drop-down menu. 
  3. For each person that you have selected to add, complete the following:
    • Permission Template. Select the desired permission template from the list or choose 'Apply a Template Later.' 
      Important!       This is a required setting for all of the users that you intend to add. To learn how the selections in this list are created, see Manage Project Permissions Templates.
    • Project Role. Select the project role for the user. The selection you make here will list the person for each selected role on the project's Home page. To learn how the selections in this list are created, see Add a Custom Project Role.
  4. Click Next.
    A GREEN banner appears at the top of the page to confirm the number of companies and people added. 

Upload Drawings

  1. Make sure Drawings is highlighted.
  2. Complete the following:

    upload-drawings.gif
     
    • To learn how to format drawings before uploading them to a project, see How can I improve the accuracy of OCR on my drawings?
    • To skip this step and upload your project's drawing(s) at a later time, click Skip. When you are ready to upload your drawings, see Upload Drawings.
      • Attach File(s). Click this button to choose from these options: Upload a file from your computer, Select a file from Procore, or if you have enabled the Box integration, Select a file from Box.
        OR
        Drag and Drop File(s). Use a drag-and-drop operation to move files from your computer or network to this area on the page. 
      • Set Name. Enter a name for the drawing set. 
      • Set Date. Select a date for the drawing set using the calendar control. 
      • Default Drawing Date. Select a date for the drawing(s) using the calendar control.
      • Default Received Date.  Select the received date for the drawing(s) using the calendar control. 
  3. Click Next. 
    The system processes the drawings in the background.
    Note: You do NOT need to wait for the upload to complete. When finished, the system sends you an automated email notification with the subject line, "Drawing Upload Complete." To learn how to review and publish your drawings, see Review and Confirm Drawings and then Publish Drawings.

Upload Specifications

  1. Make sure Specifications is highlighted.
    Notes:
    • If you want to skip this step and upload a specification later, click Skip. This closes the Project Creation Assistant.
    • When you are ready to upload your specifications at a later time, see Upload Specifications.
  2. Complete the following:

    upload-specs-pdf-only.png

    Notes:
    • To learn how to format specifications before uploading them to a project, see How can I improve the accuracy of Specification Section Identification?
      • Attach File(s). Click this button to choose from these options: Upload a file from your computer, Select a file from Procore, or if you have enabled the Box integration, Select a file from Box.
        OR
      • Drag and Drop File(s). Use a drag-and-drop operation to move files from your computer or network to this area on the page. 
      • Set Name. Enter a name for the set. 
      • Set Date. Select a date for the set using the calendar control.
      • Default Issued Date. Select a date for the file(s) using the calendar control.
      • Default Received Date.  Select the received date for the file(s) using the calendar control. 
  3. Click Next. 
    The system processes the specification upload. 
    Note: You do NOT need to wait for the upload to complete. When finished, the system sends you an automated email notification with the subject line, "Specification Upload Complete." To learn how to review and publish your specifications, see Review and Publish Specifications.

Upload Schedule

  1. Make sure Schedule highlighted.
    Notes: 
  2. Complete the following:

    prototype-upload-schedule.png
     
  3. Click Attach File(s). Then navigate to the schedule file on your computer or network. Then click Open. 
    Notes:
    • The Project Creation Assistant only supports file upload via your web browser. It does not currently support file uploads stored in the Project level Documents tool.
    • If you want to store a schedule file in the Documents tool and then upload it, see "File Upload Via Procore Documents" in the Upload a Project Schedule File to Procore's Web Application.
    • You can also upload a schedule file using Procore Drive. For details, see Schedule in the Procore Drive User Guide. 
  4. Click Next. 

See Also