Project Financials + Xero™ 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 Xero™, 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 Xero™ (see Xero™ Compatibility section below)

Supported Editions

The Xero™ Connector supports these editions of Xero™:

Country	Early	Growing	Established
United States
Canada

Country	Ignite	Grow	Comprehensive	Ultimate¹
ANZ

¹Xero™ Ultimate offers the following enhancements: ULTIMATE, ULTIMATE_10, ULTIMATE_20, ULTIMATE_50, ULTIMATE_100.

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Quick Links

View this integration on Procore's App Marketplace

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

FAQ

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	Standard	Admin	Notes
Accept or Reject Cost Codes for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject Owner Invoices for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject Subcontractor Invoices for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject a Budget for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject a CCO for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject a Commitment for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject a Company for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject a PCCO for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject a Project for Export to ERP Web		Also requires Accounting Approver permissions
Accept or Reject a Sub Job for Export to ERP Web		Also requires Accounting Approver permissions
Add a Procore Project to your ERP System Web
Add an ERP Company to the Procore Company Directory Web
Add an ERP Job to Procore Web
Archive an ERP Company in Procore Web
Assign Default Cost Types To ERP Standard Cost Codes Web
Configure Advanced Settings: ERP Integrations Web
Configure the Sync Schedule for your ERP Integration Web
Enable or Disable ERP Direct Exports Web
Import a Budget from ERP Web
Import a Prime Contract from an Integrated ERP System into Procore Web
Import an ERP Sub Job to a Procore Project Web
Link ERP Companies to Procore Companies Web
Refresh the Companies List for ERP Web
Refresh the Cost Codes on an ERP Integrated Project Web
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
Sync Paid Invoice Notifications from ERP into Procore Web
Unlink CCOs Synced with ERP Web
Unlink Commitments Synced with ERP Web
Unlink Owner Invoices Synced with ERP Web
Unlink PCCOs Synced with ERP Web
Unlink Subcontractor Invoices Synced with ERP Web
Unlink a Company Synced with ERP Web
View a List of Synced Sub Jobs Web	Requires additional tool permissions	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
View an ERP Job Costs Report Web		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	Also requires Accounting Approver permissions	Also requires Accounting Approver permissions

Release Notes

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.

Xero™, 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 the Xero™ Connector

Procore Item or Setting	Considerations, Limitations, and Requirements
configuration settings & sync schedule	Limitations: The integrations is limited to (1) Xero™ Organization per (1) Procore site. A separate Procore site would be needed if you wish to connect another Xero™ Organization. Only one Xero™ user can authorize the connection between (1) Xero™ Organization and (1) Procore site. If you are connecting multiple Procore sites to multiple Xero™ Organizations, additional Xero™ users will be needed to set up the authorization. Data from these Procore tools and items do NOT sync with Xero™: Prime Contracts/Prime Contract Change Orders (PCCOs) Prime Contract Invoices and Payments Budgets Timecards/Timesheets Additional Information IMPORTABLE DATA: The automatic background sync schedule is once daily job syncs (job costs) for integrated projects. On demand syncs may be initiated within Procore for importable Jobs, Vendors, Job Costs, and Subcontractor Invoice Payments. EXPORTABLE DATA: Other exportable records (vendors and subcontractor invoices) must be approved/accepted by an Accounting Approver, who are the only users that may initiate the export from Procore to Xero™.
work breakdown structure (wbs)	Limitations: Cost code length can not exceed 30 characters. Maximum of 4000 cost codes in Procore because you cannot have more than 4000 products and services in Xero™. You will need to assign the purchase and sales accounts to exported cost codes in Xero™ manually. You can do this in bulk by utilizing the import/export function in Xero™. See Xero™'s documentation for more detail. Project-specific cost codes are NOT supported with the Procore + Xero™ integration. Your company will have one (1) cost code list for use with all Xero™ integrated projects. Things to Consider: It's strongly recommended to use a single or two tier cost code structure in Procore. Please keep in mind cost types do sync to Xero™. Each cost type assigned to a cost code will create a separate item in the products and services list in Xero™. It is recommended to not use existing products and services in Xero™ for your Procore cost code structure. If you wish to use existing products and services, this can be discussed with your Integration Implementation Specialist.
projects	Consideration: 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. 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™. A user must create the Procore project in the Portfolio tool and then send it to the ERP Integrations tool for acceptance by an accounting approver. The ERP Integrations tool must be enabled on the project. The Job from the integrated ERP system must be added as a Procore project. Limitations: Procore does not currently support sub jobs for Xero™ integrated projects. Project-specific cost codes are NOT supported with the Procore + Xero™ integration. Your company will have one (1) cost code list for use with all Xero™ integrated projects. Procore projects cannot be deleted. However, you can change its status to Inactive. If new cost codes are added to an integrated project, you must refresh them. After refreshing the cost codes on the project, you will need to resend the project to ERP and export it from the Ready to Update filter. A separate Xero™ organization for each project is NOT supported. For each Procore company account, the integration is designed to support one (1) Xero™ organization per connector. Troubleshooting: If the Send to ERP button is not visible or available, check to see if you have configured the project's cost codes. You must have at least one (1) cost code set up on the project before you can send it to the ERP Integrations tool.
companies	Things to Consider It's strongly recommended that you first try to link any Xero™ vendors that already exist in your Procore account's Company Directory. Prerequisites You only need to link active Xero™ vendors that will be used in new constructions jobs/projects that will be managed in Procore. Inactive Xero™ vendors should be archived. Once a vendor in Xero™ is linked to a company in Procore, any changes to address information is not synced between the two systems because a company's billing address might be different than the mailing address that a project manager uses to contact the company/vendor for project-related correspondences. Additional Information When entering data in the 'Name' field in the 'General' subtab, be aware that Xero™ imposes a maximum limit of 41 characters on the 'Name' field Limitations: You can only retrieve a vendor/company that was sent to the company's ERP Integrations tool when it has not yet be accepted or rejected by an accounting approver. If you successfully retrieve a change order from the ERP Integrations tool, it is placed into an editable state in the Directory tool.
commitments	Limitations: Before you can unlink a commitment in Procore, you must delete the commitment in Xero™. The hourly automatic sync must complete before you'll be able to unlink the Commitment. After a synced commitment is reset and deleted, the data is permanently removed from the system and cannot be restored. To add a Schedule of Values (SOV) line item to a commitment, it must be tied to an existing cost code and category. After you configure the bill payments sync schedule, the sync process is only supported on new bill payments. It will not be supported on pre-existing bill payments. Preqrequisites: Before you can send a commitment (e.g., purchase order or subcontract) to the ERP Integrations tool, the commitment must satisfy these prerequisites: ID Number. Must be 255 characters or less. Title. The maximum character limit for this field is 255 characters. Contract Company. Must be linked to a Xero™ contact. Status. Must be set to the 'Approved' status. Schedule of Values (SOV). Must include at least one (1) line item with a Xero™ cost code (Note: You can only add a line item to the commitment's SOV if its linked to an existing cost code and category). Note: The Subcontractor Schedule of Values (SSOV) is NOT included in the export to Xero™. Any issues leading to accountant's rejection should be addressed in an updated commitment. Additional Information: When a synced commitment or change order is deleted from Procore, the delete action is captured in the individual item's Change History subtab. The Description field on a commitment is NOT required for export to Xero™. After the commitment is re-sent, the designated accountant is alerted by an automated email notification from Procore with the subject line 'ERP Integrations Daily Summary.' This is in addition to the automated email notification. 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.
commitment change orders (cco)	Minimum CCO Requirements: Before you can send a CCO in the Change Orders tool to the ERP Integrations tool, the CCO must satisfy these requirements: ID Number. Must be 255 characters or less. Date Created. The date the CCO was created in Procore will not be exported to Xero™. This field cannot be edited. Title. Must be 255 characters or less. Contract Company. Must be linked to a Xero™ vendor. Status. Must be 'Approved.' Schedule of Values (SOV). Must include at least one (1) line item with a Xero™ Cost Code. (Note: You can only add a line item to the commitment's SOV if its linked to an existing cost code and category.) Additional Information: Date Created. This value in this field is not exported from Procore. Description: This value in this field is not exported from Procore. Limitations: To add a Schedule of Values (SOV) line item to a commitment change order, it must be tied to an existing cost code and category. Xero™ has a limitation where a contract line item cannot be modified more than once on any commitment change order. Therefore, if you have a commitment change order that contains more than one modification for the same commitment line item, Procore will automatically sum the amount of the items and send it to Xero™ as a single (aggregated) value. You can only retrieve a change order that was sent to the company's ERP Integrations tool when it has not yet be accepted or rejected by an accounting approver. If you successfully retrieve a change order from the ERP Integrations tool, it is placed into an editable state in the Change Orders subtab in the Commitments tool. To unlink a CCO from Xero™, you must first delete the CCO in Xero™. See your Xero™ documentation for steps.
subcontractor invoices	Minimum Invoice Requirements: Before you can send a CCO in the Change Orders tool to the ERP Integrations tool, the CCO must satisfy these requirements: Contract Company. Must be linked to a Xero™ vendor. Invoice Number. Must be 255 characters or less. Billing Period. Select the date range for the billing period. Procore automatically selects the current billing period by default. Billing Date. Procore automatically selects the default date defined in the current billing period. This is a required field. Period Start. Procore automatically selects the default start date defined in the current billing period. This is a required field. Period End. Procore automatically selects the default start date defined in the current billing period. This is a required field. Payment Date. Enter the date the payment should be made to the 'Contract Company'. A subcontractor invoice will fail to export to Xero™ if this field is left blank. Status. Must be 'Approved.' Schedule of Values (SOV). Must include at least one (1) line item with a Xero™ Cost Code. (Note: You can only add a line item to the commitment's SOV if its linked to an existing cost code and category.) Additional Information: Billing Date. This date in Procore is transferred to Xero™ as the Date on a bill. Payment Due. This date in Procore is transferred to Xero™ as the Bill Due date. Note: If the Payment Due field is empty, Procore will not transfer ANY dates. This allows Procore to calculate a Bill Due date based on any terms set up for the vendor. Accounting Method. For purchase orders and subcontracts with an amount-based accounting method, Procore sends the dollar amount for each line item to Xero™. For purchase orders and subcontracts with a Unit/Qty accounting method, Procore sends the quantity invoiced for each line item to Xero™. To unlink a Subcontractor Invoice from Xero™, you must first delete the CCO in Xero™. See your Xero™ documentation for steps.
COMMITMENT PAYMENTS ISSUED	Prerequisites: The Sync Payments for Synced Invoices setting can be set to any frequency. The subcontractor invoice for which a payment is being made must first be exported to Xero™. The bill payment(s) that you want to sync must be entered in Xero™. See your Xero™ documentation for steps. 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.
JOB costs	Additional Information Cost related transactions entered or synced into Xero™ will be sent back to Procore as transactions in the Direct Cost tool. Transactions in Xero™ are synced as Direct Cost transactions if it meets the following requirements: Entered in Xero™ with transaction type: Enter Bill and transaction type is "ACCPAY" Spend Money and transaction type is "SPEND" Credit Note and transaction type is "ACCPAYCREDIT" Subcontractor Invoice synced from Procore as a transaction type "ACCPAY" Assigned to a synced project (Tracking Category) Assigned to a synced Cost Code / Cost Type (Item) Status = "Approved"

Data Mapping

Overview

PROCORE	Exports data from Procore to Xero™	Imports data from Xero™ to Procore	Xero™
PROJECT WBS CODES ¹ COST CODES & COST TYPES			PRODUCTS AND SERVICES
PROJECTS			TRACKING CATEGORY OPTION
COMPANIES			CONTACTS
COMMITMENTS *(optional)* SUBCONTRACTS & PURCHASE ORDERS COMMITMENT CHANGE ORDERS (CCOs)			PURCHASE ORDERS PURCHASE ORDERS APPENDED TO ORIGINAL PURCHASE ORDER
COSTS			COSTS
SUBCONTRACTOR INVOICES ² FOR SUBCONTRACTS & PURCHASE ORDERS			BILLS
COMMITMENT PAYMENTS ISSUED ³ FOR SYNCED SUBCONTRACTOR INVOICES			BILL PAYMENTS

¹Custom WBS segments are not supported at this time.

²Subcontractor invoices with negative values do not export.

³Bill Payments will not reflect tax when pulled into Procore.

Cost Codes

When a Cost Code is exported from Procore to Xero™, Items records are automatically created in Xero™. In Procore, the Cost Codes can be found in the Work Breakdown Structure (WBS) section in the Admin Tool under Xero™ Standard Cost Codes. Custom WBS segments are not supported by the integration at this time.

PROCORE	Exports data from Procore to Xero™	Imports data from Xero™ to Procore	Xero™
Cost Code + Cost Type			Item Code
Description			Name

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

Projects/Jobs

When a Project is exported from Procore to Xero™, the tracking category option is automatically created in Xero™.
Job information in Xero™ can be found in the Tracking Categories list designated during implementation.

PROCORE	Exports data from Procore to Xero™	Imports data from Xero™ to Procore	Xero™
Project Name			Tracking Category Option

Vendors

When a Company is exported from Procore to Xero™, a new Contacts record is automatically created in Xero™. In Xero™, the Contacts setup can be found under Contacts. Procore Companies can be found in the Directory.

PROCORE	Exports data from Procore to Xero™	Imports data from Xero™ to Procore	Xero™
Name			Contact Name
Address City State ZIP			Billing Address
Business Phone			Phone Number
Business Fax			Fax Number

Commitments (Optional)

Commitments export from Procore only. When a Commitment (Subcontract or Purchase Order) is exported from Procore, a Purchase Order is automatically created in Xero™. In Xero™, Purchase Orders are accessed from the Business Tab. In Procore, Commitments are accessed from the project-level Commitments tool.

PROCORE	Exports data from Procore to Xero™	Imports data from Xero™ to Procore	Xero™
System Date at Time of Commitment Creation			Date
Commitment #			Order Number
Contract Company			Contact
Title (General tab)			Reference
Cost Code + Cost Type (Schedule of Values tab)			Item
Description (Schedule of Values tab)			Description
Qty (Schedule of Values tab)			Quantity
Unit Cost (Schedule of Values tab)			Unit Price
Project Name			(Tracking Category Option)
Ship Via			Delivery Instructions

Commitment Change Orders

Commitment Change Orders export from Procore only. When Commitment Change Orders are exported from Procore, new line items are created and added to the corresponding Purchase Order in Xero™, below pre-existing line items. In Xero™, Purchase Orders are accessed from the Business Tab. In Procore, Commitment Change Orders are accessed from the project-level Commitments tool under Commitment Record. In Xero™, the change(s) will appear as additional line items on the Purchase Order originally created when the Commitment was exported from Procore to Xero™.

PROCORE	Exports data from Procore to Xero™	Imports data from Xero™ to Procore	Xero™
Commitment #			Order Number
Contract Company			Contact
Cost Code (Schedule of Values tab)			Item
Description (Schedule of Values tab)			Description
Qty (Schedule of Values tab)			Quantity
Unit Cost (Schedule of Values tab)			Unit Price
Project Name			(Tracking Category Option)

Job Costs

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

PROCORE	Exports data from Procore to Xero™	Imports data from Xero™ to Procore	Xero™
Job to Date Cost (Xero™ Job Costs)			Total from Bills and Spend Money Transactions
Commitment Invoiced (Xero™ Job Costs)			Total from Bills/Subcontractor Invoices Exported from Procore
Job to Date Cost (Budget)			Total from Bills and Spend Money Transactions
Direct Costs (Budget)			Total from Bills and Spend Money Transactions Minus Commitments Invoiced Costs
Commitment Invoiced (Budget)			Total from Bills/Subcontractor Invoices Exported from Procore

Job Cost Transaction Details

Import from Xero™ only. This provides transaction detail for the costs displayed in Procore, and if the budget view is configured properly, the values of those transactions can be viewed in the Direct Costs or JTD Cost columns for a budget line item.

PROCORE	Exports data from Procore to Xero™	Imports data from Xero™ to Procore	Xero™
Direct Cost Type			Cost Type
Invoice			Bill
Subcontractor Invoice			Bill
Expense			Spend Money
Direct Cost
Date			Date
Status			Automatically set to Approved
Description¹ (Header)			Reference
Vendor			From (Bill) / To (Spend Money)
Invoice #²			Reference
Received Date³			Amount
Amount			Amount
Budget Code (Line Item)			Item
Description (Line Item)			Description
Qty., Unit Cost, Amount (Line Item)			Qty., Unit Price, Amount

¹ Description is populated when the reference field is filled out on a Spend Money transaction or a Bill that was first synced from Procore. This does not apply for Bill transaction types first entered in Xero™.

² Invoice # is populated when the reference field is filled out on a Bill transaction. This does not apply for Spend Money transactions. Invoice # is a required field for Invoice direct cost types in Procore.

³ Received Date is populated from a Spend Money or Bill transaction type first entered in Xero™ only.

Subcontractor Invoices

When a subcontractor invoice is exported from Procore to Xero™, a Bill is automatically created in Xero™. In Procore, Subcontractor Invoices are accessed from Invoices in the project Commitments tool. In Xero™, Bills to Pay are accessed from the Business tab.

PROCORE	Exports data from Procore to Xero™	Imports data from Xero™ to Procore	Xero™
Contractor Company			From (contact)
Billing Date			Date
Payment Date			Due Date
Purchase Order Number/Invoice Number¹			Reference
Budget Code (Schedule of Values)			Item Code
QTY (Schedule of Values)			Quantity
Unit Price (Schedule of Values)			Unit Price
Scheduled Value (Schedule of Values)			Amount
Project Name			(Tracking Category Option)
Total Retainage This Period, if applicable²			(on separate line item for retainage)

¹ If Commitment syncing is NOT enabled, the invoice Number will map to the Reference field in Xero™. If if Commitment syncing IS enabled, the PO Number will map to the Reference field in Xero™.

² If used in Procore, retainage is coded to an Item record in Xero™ that is determined in the integration settings. Retainage is not coded to a synced cost code Item.

Commitment Payments Issued

Commitment Payments Issued imported from Xero™ only. When a subcontractor invoice is exported from Procore to Xero™, a Bill is automatically created in Xero™. When the Bill is paid, the payment information will flow back to Procore. In Procore, Subcontractor Invoices Payments are accessed from Payments Issued in the project Commitments tool. In Xero™, paid bills are accessed from the Business tab under the Paid tab in Bills to Pay.

PROCORE	Exports data from Procore to Xero™	Imports data from Xero™ to Procore	Xero™
Invoice			n/a
Payment Number			n/a
Payment Method			n/a
Amount			Amount Paid
Date			Date Paid
Invoice #			(Subcontractor Invoice number)
Check Number			n/a
Notes			Reference (Make a Payment Field)

Overview

Requirements

Supported Editions

Tutorials

FAQ

Permissions

Important

Important

Release Notes

Recent Changes

Things to Know

Background

Things to know about the Xero™ Connector

Procore Item or Setting

Considerations, Limitations, and Requirements

configuration settings & sync schedule

work breakdown structure (wbs)

projects

companies

commitments

commitment change orders (cco)

subcontractor invoices

COMMITMENT PAYMENTS ISSUED

JOB costs

See Also

Data Mapping

Overview

Cost Codes

Projects/Jobs

Vendors

Commitments (Optional)

Commitment Change Orders

Job Costs

Job Cost Transaction Details

Subcontractor Invoices

Commitment Payments Issued

See Also