Xero™ Detailed 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
erp-orange-arrows.png   PRODUCTS AND SERVICES
PROJECTS erp-orange-arrows.png erp-green-arrows.png TRACKING CATEGORY OPTION
COMPANIES erp-orange-arrows.png erp-green-arrows.png CONTACTS

COMMITMENTS (optional)

SUBCONTRACTS & PURCHASE ORDERS
COMMITMENT CHANGE ORDERS (CCOs)

erp-orange-arrows.png  

PURCHASE ORDERS

PURCHASE ORDERS
APPENDED TO ORIGINAL PURCHASE ORDER

COSTS   erp-green-arrows.png COSTS
SUBCONTRACTOR INVOICES 2
FOR SUBCONTRACTS & PURCHASE ORDERS
erp-orange-arrows.png   BILLS
COMMITMENT PAYMENTS ISSUED 3
FOR SYNCED SUBCONTRACTOR INVOICES
  erp-green-arrows.png 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 erp-orange-arrows.png   Item Code
Description erp-orange-arrows.png   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 erp-orange-arrows.png erp-green-arrows.png

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 erp-orange-arrows.png erp-green-arrows.png Contact Name
Address
City
State
ZIP
erp-orange-arrows.png erp-green-arrows.png Billing Address
Business Phone erp-orange-arrows.png erp-green-arrows.png Phone Number
Business Fax erp-orange-arrows.png erp-green-arrows.png 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 erp-orange-arrows.png   Date
Commitment # erp-orange-arrows.png   Order Number 
Contract Company erp-orange-arrows.png   Contact
Title (General tab) erp-orange-arrows.png   Reference
Cost Code + Cost Type (Schedule of Values tab) erp-orange-arrows.png   Item
Description (Schedule of Values tab) erp-orange-arrows.png   Description
Qty (Schedule of Values tab) erp-orange-arrows.png   Quantity
Unit Cost (Schedule of Values tab) erp-orange-arrows.png   Unit Price
Project Name erp-orange-arrows.png   (Tracking Category Option)
Ship Via erp-orange-arrows.png   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 # erp-orange-arrows.png   Order Number
Contract Company erp-orange-arrows.png   Contact
Cost Code (Schedule of Values tab) erp-orange-arrows.png   Item
Description (Schedule of Values tab) erp-orange-arrows.png   Description
Qty (Schedule of Values tab) erp-orange-arrows.png   Quantity
Unit Cost (Schedule of Values tab) erp-orange-arrows.png   Unit Price
Project Name erp-orange-arrows.png   (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)
  erp-green-arrows.png Total from Bills and Spend Money Transactions
Commitment Invoiced
(Xero™ Job Costs)
  erp-green-arrows.png Total from Bills/Subcontractor Invoices Exported from Procore
Job to Date Cost
(Budget)
  erp-green-arrows.png Total from Bills and Spend Money Transactions
Direct Costs
(Budget)
  erp-green-arrows.png Total from Bills and Spend Money Transactions Minus Commitments Invoiced Costs
Commitment Invoiced
(Budget)
  erp-green-arrows.png 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   erp-green-arrows.png Cost Type
Invoice   erp-green-arrows.png Bill
Subcontractor Invoice   erp-green-arrows.png Bill
Expense   erp-green-arrows.png Spend Money
Direct Cost      
Date   erp-green-arrows.png Date
Status   erp-green-arrows.png Automatically set to Approved

Description1

(Header)

  erp-green-arrows.png Reference
Vendor   erp-green-arrows.png From (Bill) / To (Spend Money)
Invoice #2   erp-green-arrows.png Reference
Received Date3   erp-green-arrows.png Amount
Amount   erp-green-arrows.png Amount
Budget Code (Line Item)   erp-green-arrows.png Item
Description (Line Item)   erp-green-arrows.png Description
Qty., Unit Cost, Amount (Line Item)   erp-green-arrows.png 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 erp-orange-arrows.png   From (contact)
Billing Date erp-orange-arrows.png   Date
Payment Date erp-orange-arrows.png   Due Date
Purchase Order Number/Invoice Number1 erp-orange-arrows.png   Reference
Budget Code (Schedule of Values) erp-orange-arrows.png   Item Code
QTY (Schedule of Values) erp-orange-arrows.png   Quantity
Unit Price (Schedule of Values) erp-orange-arrows.png   Unit Price
Scheduled Value (Schedule of Values) erp-orange-arrows.png   Amount
Project Name erp-orange-arrows.png   (Tracking Category Option)
Total Retainage This Period, if applicable2 erp-orange-arrows.png   (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

  erp-green-arrows.png n/a
Payment Number   erp-green-arrows.png n/a
Payment Method   erp-green-arrows.png n/a
Amount   erp-green-arrows.png Amount Paid
Date   erp-green-arrows.png Date Paid
Invoice #   erp-green-arrows.png (Subcontractor Invoice number)
Check Number   erp-green-arrows.png n/a
Notes   erp-green-arrows.png Reference (Make a Payment Field)

See Also