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Procore

Project Financials + Workday® Connector

Overview

Procore's Accounting Integrations connect Procore with your ERP or Accounting system, uniting the office and field teams with one source of financial project data. 

With the Project Financials integration for Workday®, you can: 

  • Exchange information between systems to provide your project team with access to data from a single source-of-truth.
  • Reduce manual and duplicate data-entry to increase confidence that data is free from unnecessary errors.
  • Improve decision-making with access to the most up-to-date data available.
  • Streamline communication and information-sharing between your back-office and operational teams.

Requirements

  • Company Administrator permissions to the Procore web application
  • A compatible edition of Workday® (see Workday® Compatibility section below)

Supported Editions & regional Availability

The Workday® Connector supports these editions of Workday®:

  Early Growing Established
Workday® red-x-icon.png icon_checkmark_h17.png icon_checkmark_h17.png

The Workday® Connector is supported in any country or region where both Procore and Workday® are available.

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Availability of ERP connectors is dependent on several factors, including the country or region in which your business operates. To learn whether or not an integration is available in your area, contact your Procore point of contact.

Tutorials

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Permissions

Learn which user permissions are required to take the described actions in this tool.

 Important

Some actions that impact this tool are done in other Procore tools. See the User Permissions Matrix for the full list of actions taken in all other tools.

   The action is available on Procore's Web, iOS, and/or Android application. Click to view the tutorial.

icon-mindtouch-table-check.png Users can take the action with this permission level.

icon-mindtouch-table-check.png Users can take this action with this permission level AND one or more additional requirements, like granular permissions.

 Important

Several available actions in the ERP Integrations tool also require Accounting Approver permissions. An Accounting Approver is a user with either 'Standard' or 'Admin' level permissions to the ERP Integrations tool who has been granted the 'Can Push to Accounting' privilege. 

Not all ERP connectors support every action described below. To learn more about your connector's supported functions, see Things to Know About your ERP Integration

Action None Read Only Standard Admin Notes

Accept or Reject Cost Codes for Export to ERP

 Web

     

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Accept or Reject Owner Invoices for Export to ERP

 Web

     

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Accept or Reject Subcontractor Invoices for Export to ERP

 Web

     

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Accept or Reject a Budget for Export to ERP

 Web

     

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Accept or Reject a CCO for Export to ERP

 Web

     

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Accept or Reject a Commitment for Export to ERP

 Web

     

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Accept or Reject a Company for Export to ERP

 Web

     

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Accept or Reject a PCCO for Export to ERP

 Web

     

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Accept or Reject a Project for Export to ERP

 Web

     

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Accept or Reject a Sub Job for Export to ERP

 Web

     

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Add a Procore Project to your ERP System

 Web

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Add an ERP Company to the Procore Company Directory

 Web

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Add an ERP Job to Procore

 Web

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Archive an ERP Company in Procore

 Web

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Assign Default Cost Types To ERP Standard Cost Codes

 Web

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Configure Advanced Settings: ERP Integrations

 Web

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Configure the Sync Schedule for your ERP Integration

 Web

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Enable or Disable ERP Direct Exports

 Web

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Import a Budget from ERP

 Web

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Import a Prime Contract from an Integrated ERP System into Procore

 Web

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Import an ERP Sub Job to a Procore Project

 Web

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Link ERP Companies to Procore Companies

 Web

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Refresh the Companies List for ERP

 Web

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Refresh the Cost Codes on an ERP Integrated Project

 Web

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Send, Retrieve, or Resend Items to ERP Integrations for Accounting Acceptance

 Web

       
  • These actions do NOT require permissions to the ERP Integrations tool.
  • Sending items to ERP for accounting acceptance requires 'Admin' level permissions on the tool where the item is located. 

Sync Job Cost Transactions from an Integrated ERP into Procore

 Web

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Sync Paid Invoice Notifications from ERP into Procore

 Web

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Unlink CCOs Synced with ERP

 Web

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Unlink Commitments Synced with ERP

 Web

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Unlink Owner Invoices Synced with ERP

 Web

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Unlink PCCOs Synced with ERP

 Web

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Unlink Subcontractor Invoices Synced with ERP

 Web

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Unlink a Company Synced with ERP

 Web

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View a List of Synced Sub Jobs

 Web

   

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  • Requires additional tool permissions 

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  • Requires additional tool permissions 

Also requires 'Admin' level permissions to the Company level Directory tool, or 'Standard' level permissions with the 'Create New Project' granular permission.

View an Accountant Report for ERP

 Web

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View an ERP Job Costs Report

 Web

     

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  • Requires additional tool permissions to view at the project level

'Admin' level permissions to the ERP Integrations tool allows users to view this report at the Company level. 

To view at the Project level, users also require:

  • 'Read-only' level permission or above on the project's Reports tool.
    AND
    • 'Admin' level permission on the project's Budgets tool.
      OR
    • 'Admin' level permission on the project's Prime Contract tool.

View an ERP Unsyncable Direct Costs Report

 Web

       

Users do NOT require permissions to the ERP Integrations tool to view this report. They do require:

  • 'Read-only' level permission and above on the project's Reports tool
    AND
    • 'Admin' level permission on the project's Budgets tool
      OR
    • 'Admin' level permission on the project's Prime Contract tool.

View the Archived Companies List for ERP

 Web

   

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Release Notes

Below are the notable changes to the Procore + Workday® integration.

Recent Changes

ERP Admins can now ‘unlink’ PCCOs directly within the ERP tool without the need to contact support. See Unlink PCCOs Synced with ERP.

Enhanced export functionality for Workday® attachments (10/16/2024)

When Commitments, Commitment Change Orders, and Subcontractor Invoices are exported, any attachments added in Procore will now sync to Workday®. For Subcontract Invoices, the PDF export will be automatically synced as an attachment to Workday®. Reach out to your Procore point of contact to enable.

New! Export procore Projects to Workday® (01/05/2024)

You can now export projects from Procore directly to your integrated Workday® system. This feature is automatically available to customers with the Procore + Workday® Connector. 

To learn more, see Send a Procore Project to ERP for Accounting Acceptance and Things to Know About Workday®.

 

Things to Know

Background

Each of Procore's available ERP connectors perform the basic function of syncing data between the ERP system and Procore, usually in the same way as other connectors. However, each connector has a unique set of items it can sync, and the way those items are synced will vary based on how that ERP system and its corresponding integration are built to function. 

Workday®, like all ERP integrations, has some key considerations, limitations, and things to know about how each Procore object is synced. Those considerations, limitations, and things to know are outlined in the table below according to tool or item being synced.

Things to Know about Workday® 

Procore Item or Setting

Considerations, Limitations, and Requirements

configuration settings & sync schedule

Additional Information

  • IMPORTABLE DATA: 
    • On demand syncs.
    • Enhanced integration to support projects from multiple Workday® companies within the same tenant. When a project is created and assigned to a company, this is stored during import into Procore and referenced when exporting Commitments/Change Orders/Sub Invoices.
    • Filter out projects that are still in review in Workday®.

    • Filter on a Project Worktag in Workday® to further narrow the list of Ready to Import projects in Procore.

  • EXPORTABLE DATA: 
    • ERP Tool integration on exportable data related to Project level Commitments, Change Orders, Prime Contracts, Subcontractor Invoices. 

Company Level work breakdown structure (wbs)

Additional Information:

  • Default Cost Types may be assigned to standard cost codes on the ERP tool Std. Cost Codes & Cost Types page.
  • Cost Type in Procore is a Spend Category in Workday®.
  • Cost Codes in Procore are Project Tasks in Workday®.
  • WBS/Cost Codes will be imported into Procore using an import template.
  • Sub Jobs and Custom WBS Segments are supported. 
  • You do NOT need to click 'Send to ERP' at the company level after importing WBS/Cost Codes. The codes are synced through the integration when used on a budgeted line item in a project. 
  • Cost Codes added to a budget will be automatically synced to Workday®.
  • Cost Codes must use at least a 2-tier structure.

PROJECT Level work breakdown structure (wbs)

Prerequisites:

  • You will not be able to see Sub Jobs until you’ve synced the corresponding Job on the ERP Tool Jobs tab and added to Procore.

Additional Information:

  • WBS/Cost Codes are synced through the integration when used on a budgeted line item in a project. No other action is required to sync WBS/Cost Codes.
  • Line items that show as unbudgeted on the project's Budget tool (UBLIs) will NOT sync that line's WBS code to Workday®. To sync the code used for the line item, add the UBLI to the budget as a budgeted line item.
  • Sub Jobs and Custom WBS Segments are supported. 
  • Sub Jobs can be created on the Project level WBS page and export automatically to Workday®.
  • Sub Jobs show a budget view in Procore with multiple lines mapped to the corresponding Project Plan in Workday® with the new Sub Job Phase. 

projects

Additional Information:

  • Projects that are in-progress or created before connection of the integration cannot be synced. Professional Services for assistance with integrating in-progress/pre-existing project records are available for an additional fee.
  • Projects in Workday® sync as Projects in Procore.
  • A Procore project number is required in order to export a project from Procore to Workday.
    Note: The project number field can be marked as required using Custom Fieldsets. Custom Fieldsets are configurable in the Company level Admin tool.
  • Worktags or additional job details that can't be added in Procore must be added to the project in Workday®.
  • When accepting a project for export from Procore to Workday® you will be prompted to enter the Company Reference ID for the Workday company the job is associated to.

companies

Limitations:

  • Once a vendor is synced, changes in one system won’t update/override the vendor record in the other system.

Additional Information:

  • Vendors in Workday® sync as Companies in Procore.
  • Optional: Configure a filter on a Workday® Supplier Group to further narrow the list of Ready to Import suppliers in Procore.

commitments

Prerequisites:
Before you can send a commitment to the ERP Integrations tool, it must meet these prerequisites:

  • Contract Date. Must enter a Contract Date for the commitment to sync to Workday®.
  • Contract Company. Must be linked to a synced Workday® vendor.
  • Status. For subcontracts, the status must be set to 'Approved' or 'Complete.'
  • Schedule of Values (SOV). Must include at least one (1) line item, and all line items must contain Workday® cost codes.

Additional Information:

  • To sync a commitment, all Schedule of Values (SOV) line items must be tied to a cost codes and categories from your ERP-synced lists of Standard Cost Codes and Cost Types.
  • Commitments (Subcontract and Purchase Orders) sync to Workday® as Supplier Contracts.

Limitations:

  • Procore Commitment "Contract Date" (for both Subcontracts and Purchase Orders) is mapped to Workday Supplier “Contract Start Date”. If Contract Date is blank, the export to Workday will fail with an error.

  • Commitments synced to Workday® will NOT contain details regarding tax codes.
  • After the commitments on a project have been synced with a company's Workday® system, Procore automatically restricts your ability to edit synced fields on a commitment. This is to ensure that the data remains in sync on both systems. The fields that cannot be edited after a sync include:

    • Contract Company
    • Status
    • Schedule of Values (SOV) sub tab (all fields)
  • If you need to delete a commitment after its been synced with Workday®, you must first disconnect the link that exists between the two records in each system.
  • Once deleted, the commitment's data is permanently removed from Procore and cannot be retrieved.

commitment change orders (cco)

Additional Information:

  • Commitment Change Orders export to Workday® as Supplier Contract Amendments.
  • Commitment Change Orders are export only.  When exported from Procore, new line item(s) are created on the original synced Purchase Order in Workday®.
  • To add a Schedule of Values (SOV) line item to a CCO, it must be tied to an existing cost code and category.
  • All CCOs Exported to Workday® must be in the Approved status.

subcontractor invoices

Additional Information:

  • Subcontractor invoices export from Procore and sync as Supplier Invoices in Workday®.
  • Retainage Release invoices can be created and exported to Workday® with the integration.
  • Configuration for Invoice Number mapping.

    • Default: Procore Sub Invoice Number is mapped to Workday Invoice Number AND Supplier Invoice Number.

    • Optional: Procore Sub Invoice Number is mapped ONLY to Workday Supplier Invoice Number and Workday auto generates the Workday Invoice Number.

direct costs

Things to Consider:

  • Journal Entries
    • During implementation, determine what the journal source is for payroll transactions associated with projects.  That source will be added to our backend process. 

  • Direct Costs
    • If a direct cost is not an invoice or a record associated with the journal entry source determined above, it is classified as an expense.

    • Record expense for Invoice, Supplier Invoices, Expense Reports, Payroll.
      Anything other than these sources will import the debit and credit side of the journal entry.

Additional Information:

  • Job costs that were entered directly in Workday® are classified as Direct Costs in Procore, and will be displayed as detailed transactions in the Direct Costs tool in Procore.
  • Workday® Journal Entry "Journal Number" is mapped to Procore Direct Cost transaction Header description.
  • Workday® Journal Entries that are Manual Journals will include debit and credit lines if a synced phase/task is used. For example, reclassifying costs.
  • Workday® Journal Entry "Line Memo" is mapped to Procore Direct Cost "Line Description", if populated in Workday®.

  • Workday® Journal Entries with source of "Expense Report" sync as a Procore Direct Cost "Expense" type.

  • Workday® Journal Entries that are "Payroll" Direct Cost Type will also sync QTY, UOM, and calculate Unit Cost.

  • Workday® Journal Entry "Accounting Date" is mapped to Procore Direct Cost Date.

prime contracts

Additional Information:

  • A Prime Contract Shell is created first on the project in Workday® as a Customer Contract. A Customer Contract is created and approved with at least one line dedicated to the Procore Prime Contract. The line must have a Revenue Category of "Contract Revenue" and of Line Type "Value-Based Project" with $0.00 amount.
  • The integration will pick up this customer contract line item and import that into Procore to create a synced $0.00 Prime Contract.
  • A Prime Contract is imported to Procore from Workday® in an approved status.
  • In Procore, SOV lines and amounts can be added to the Prime Contract. The sum total of these lines will sync/export automatically to the customer contract line item in Workday®.
  • The Original Contract Amount will reflect on the Contract Line Amount column as a single summarized line. 
  • Within your ERP Integration settings, ERP Admins can enable the ability to designate your prime contract as either Unit-based or Amount-based before importing to Procore.

prime contract change orders (Pcco)

Prerequisites: 

  • There must be a Contract set up for the Project/Job
  • The Date field on a PCCO is required
  • The PCCO must be in the 'Approved' status

Additional Information:

  • Prime Contract Change Orders are created in Procore and sync to Workday® as Customer Contract Amendments.
  • For each associated line item that you add to the change order's Schedule of Values (SOV), you may designate a unique associated Prime Contract line item or the same associated Prime Contract line item for all change order line items.
  • Change Orders to the Prime Contract in Procore can be exported to Workday® and similarly the sum of the change order will update the synced customer contract line item as another Amendment.

 

Data Mapping

Overview


PROCORE
Exports data from Procore to Workday®  Imports data from Workday®  to Procore
Workday®
PROJECT WBS CODES 1,2
COST CODES & COST TYPES
erp-orange-arrows.png   PROJECT TASKS
PROJECTS erp-orange-arrows.png erp-green-arrows.png PROJECTS
COMPANIES   erp-green-arrows.png VENDORS

COMMITMENTS

SUBCONTRACTS & PURCHASE ORDERS
COMMITMENT CHANGE ORDERS (CCOs)

erp-orange-arrows.png  

SUPPLIER CONTRACTS
SUPPLIER CONTRACT AMENDMENTS

PRIME CONTRACTS   erp-green-arrows.png CUSTOMER CONTRACTS
PRIME CONTRACT CHANGE ORDERS (PCCO's)  erp-orange-arrows.png   CUSTOMER CONTRACT AMENDMENTS
COSTS
COST TRANSACTIONS
  erp-green-arrows.png DIRECT COSTS
COST TRANSACTIONS
(Supplier Invoices, Journals, Expense Reports)
SUBCONTRACTOR INVOICES 3
FOR SUBCONTRACTS & PURCHASE ORDERS
erp-orange-arrows.png   SUPPLIER INVOICES

1 Custom WBS Segments ARE supported.  
Project level cost codes must be added to the project from the Company level ERP Standard Cost Code List. 

3 Invoice Management Required if using Subcontractor Invoice Exports.

WBS Codes

When a Cost Code is exported from Procore to Workday®, Project Tasks are automatically created in Workday®1. In Procore, Cost Codes can be found in the Work Breakdown Structure section in the Admin Tool under Workday® Standard Cost Codes


PROCORE
Exports data from Procore to Workday®  Imports data from Workday®  to Procore
Workday®
Cost Code + Cost Type erp-orange-arrows.png   Project Plan Task + Description
Description erp-orange-arrows.png   Task Description

1 Custom WBS Segments ARE supported.  

Export Note: After export, an expense account and an income account are assigned in the Workday® Item record. The Procore cost code records do not include these fields.

Projects/Jobs

When a Project is imported to Procore from Workday®, it will bring over the Project Name, ID and the Start Date as established in Workday.


PROCORE
Exports data from Procore to Workday®  Imports data from Workday®  to Procore
Workday®
Project Name erp-orange-arrows.png erp-green-arrows.png

Project Name

Project Number erp-orange-arrows.png erp-green-arrows.png Project ID
Project Start Date erp-orange-arrows.png erp-green-arrows.png Start Date
Project Finish Date erp-orange-arrows.png erp-green-arrows.png End Date

Vendors

Companies are imported to Procore from Workday®. In Workday they are known as Suppliers.  Procore Companies can be found in the Directory.


PROCORE
Exports data from Procore to Workday®  Imports data from Workday®  to Procore
Workday®
Name   erp-green-arrows.png Supplier Name
Workday Vendor Code   erp-green-arrows.png Supplier ID
Address   erp-green-arrows.png Address
Business Phone   erp-green-arrows.png Phone Number

Commitments

Commitments export from Procore only. When a Commitment (Subcontract or Purchase Order) is exported from Procore, a Supplier Contract is automatically created in Workday®.  In Workday®, Supplier Contracts are accessed from the Business Tab. In Procore, Commitments are accessed from the project-level Commitments tool.


PROCORE
Exports data from Procore to Workday®  Imports data from Workday®  to Procore
Workday®
System Date at Time of Commitment Creation erp-orange-arrows.png   Contract Start Date
Commitment # erp-orange-arrows.png   Contract Reference
Contract Date erp-orange-arrows.png   Supplier Contract Start Date
Contract Company erp-orange-arrows.png   Supplier ID
Title (General tab) erp-orange-arrows.png   Contract Name
Cost Code + Cost Type (Schedule of Values tab) erp-orange-arrows.png   Project Task
Description (Schedule of Values tab) erp-orange-arrows.png   Description
Project Name erp-orange-arrows.png   Project Name

Commitment Change Orders

Commitment Change Orders export from Procore only. When Commitment Change Orders are exported from Procore, it will import as Supplier Contract Amendments in Workday®. In Procore, Commitment Change Orders are accessed from the project-level Commitments tool under Commitment Record


PROCORE
Exports data from Procore to Workday®  Imports data from Workday®  to Procore
Workday®
Commitment # erp-orange-arrows.png   Contract Reference
Contract Company erp-orange-arrows.png   Supplier ID
Cost Code (Schedule of Values tab) erp-orange-arrows.png   Project Task
Description (Schedule of Values tab) erp-orange-arrows.png   Description
Project Name erp-orange-arrows.png   Project Name

Job Costs

Job costs import from Workday® only. Cost information is retrieved from Workday® reports for each synced Cost Code for use in 2 locations in Procore, the Workday® Direct Costs tool and the Budget tool.


PROCORE
Exports data from Procore to Workday®  Imports data from Workday®  to Procore
Workday®
Direct Costs
(Budget)
  erp-green-arrows.png Expenses / Journal Entries / Payroll
Commitment Invoiced
(Budget)
  erp-green-arrows.png Paid Supplier Invoices

Subcontractor Invoices

When a subcontractor invoice is exported from Procore to Workday®, a Supplier Invoice is created in Workday®. In Procore, Subcontractor Invoices are accessed from Invoices in the project Commitments tool. 


PROCORE
Exports data from Procore to Workday®  Imports data from Workday®  to Procore
Workday®
Contractor Company erp-orange-arrows.png   Supplier ID
Billing Date erp-orange-arrows.png   Accounting Date
Subcontractor Invoice Number erp-orange-arrows.png   Invoice Number / Supplier Invoice Number
QTY (Schedule of Values) erp-orange-arrows.png   Quantity
Unit Price (Schedule of Values) erp-orange-arrows.png   Unit Cost
Project Name erp-orange-arrows.png   Project Name
Total Retainage This Period, if applicable erp-orange-arrows.png   Total Amount Retained

If used in Procore, retainage is coded to an Item record in Workday® that is determined in the integration settings. Retainage is not coded to a synced cost code Item.

Direct Costs Transactions


PROCORE
Exports data from Procore to Workday® Imports data from Workday® to Procore
Workday®
DIRECT COST TYPE     DIRECT COST TYPE
Invoice   erp-green-arrows.png Supplier Invoice (Unrelated to Subcontract)
Expense   erp-green-arrows.png Expense Report
Payroll   erp-green-arrows.png Journal Entry with an Employee Worktag
Subcontractor Invoice   erp-green-arrows.png Supplier Invoice
DIRECT COST      
Received Date   erp-green-arrows.png Accounting Date
Description   erp-green-arrows.png Memo
Amount   erp-green-arrows.png Debit Amount/Credit Amount
Budget Code   erp-green-arrows.png Project Task

Prime Contracts

A Prime Contract is imported to Procore from Workday® in an approved status. In Procore, you will add your SOV lines, and that information is automatically exported into Workday. The Original Contract Amount will reflect on the Contract Line Amount column as a single summarized line.


PROCORE
Exports data from Procore to Workday®  Imports data from Workday®  to Procore
Workday®

Title/Description

  erp-green-arrows.png Customer Contract #: Customer Contract Name: Start Date
Original Contract Amount erp-orange-arrows.png   Contract Amount

Prime Contract Change Orders

When Prime Contract Change Orders are exported to Workday®, a Change Request is created in Workday® using a Change Request Status Code that is provided by the customer at the time of enabling the connector. 


PROCORE
Exports data from Procore to Workday® Imports data from Workday®  to Procore
Workday®
Title erp-orange-arrows.png   Contract Amendment Name
Project Number erp-orange-arrows.png   Project Number
Status erp-orange-arrows.png   Status
Cost Code erp-orange-arrows.png   Project Task
Amount erp-orange-arrows.png   Amount
Description erp-orange-arrows.png   Description