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			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)

See Also 

• About the Xero™ Connector
• Things to Know about Xero™: Integration Details Reference Page