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Sync Xero™ Bill Payments with Payments Issued in Commitments

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 Limited Release
The ability to sync Xero™ Bill Payments with Payments Issued in the Commitments tool is currently supported with Procore + Xero™ U.S. Edition. It is NOT currently supported with the Procore + Xero™ Canada Edition. For details on this feature, see How do I setup the subcontractor invoice and payments feature for Procore + Xero™?

Objective

To sync bill payments made in Xero™ with the Payments Issued tab in Procore commitments. 

Background

If your company has enabled the ERP Integrations tool and configured it to work with Xero™, your project's accountants can enter bill payments in Xero™ against bills synced from Procore and then export those payments into Procore. This feature automatically imports the specified Xero™ payments into the Payments Issued tab for subcontracts and purchase orders in the Commitments tool. 

Things to Consider

  • Required User Permission:
    • To perform an on-demand sync with the ERP Integrations tool, 'Admin' level permission on the project's ERP Integrations tool. 
    • To view payments made against subcontractor invoice, 'Read-Only' level permission or higher on the project's Commitments tool.
    • To change the configuration settings in the ERP Integrations tool, 'Admin' level permission on the ERP Integrations tool. 
  • Requirements:
  • Prerequisites:
  • Supported Items:
    The sync process supports the following payments:
    • Check and Credit Card payments in Xero™.
    • Full and partial payments in Xero™. 
    • Changes made to a payment after it is synced. For example, voiding a check. 
  • Limitations:
    • After you configure the sync schedule, the sync process is only supported on new bill payments. It will not be supported on pre-existing bill payments. 
  • Additional Information:
    • Users cannot edit synced payments in Procore. 
    • Users can add or edit attachments in Procore.
    • User can add or edit the Payment number in Procore.
    • Synced payments deleted in Xero™ are not deleted automatically from Procore. To delete a synced payment, contact Support.

Steps

Choose one of these options to import your Xero™ bill payments for subcontractor invoices that have already been synced with Procore. 

Perform an On-Demand Payment Sync

If you have 'Admin' level permission on the ERP Integrations tool or if your company has designated you as one of its accounting approvers, an on-demand sync lets you import bill payments made in Xero™ immediately. 

  1. Ensure that these prerequisites have been completed:
  2. Navigate to the ERP Integrations tool. 
  3. Click Subcontractor Invoices.
  4. Click Sync Payments for Synced Invoices. 
  5. After the next scheduled sync, follow these steps to verify that your bill payments have synced with the project's corresponding commitment:
    1. Navigate to the project's Commitments tool. 
    2. Locate the desired commitment and click View. 
    3. Verify that the value in the Invoice # matches the bill number in QuickBooks®.
    4. Click the Payments Issued tab. A GREEN icon indicates that the bill payment has successfully been synced.
      Note: To learn about ERP icon color codes, see What do the ERP icons mean?

Wait for the Scheduled Payment Sync

A scheduled sync imports bill payments made in Xero™ at the frequency that has been defined in the ERP Integration tool's Configure Settings page. 

  1. Ensure that these prerequisites have been completed:
  2. After the next scheduled sync, follow these steps to verify that your bill payments have synced with the project's corresponding commitment:
    1. Navigate to the project's Commitments tool. 
    2. Locate the desired commitment and click View. 
    3. Verify that the value in the Invoice # matches the bill number in Xero™.
    4. Click the Payments Issued tab. A GREEN icon indicates that the bill payment has successfully been synced.
      Note: To learn about ERP icon color codes, see What do the ERP icons mean?

See Also