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[Stage 1.0] Procore + Xero Integration: How to Send Projects to Xero

 

Our Procore + Xero Integration ensures that data flows automatically between each system, without the need for manual data. At the foundation, the integration syncs Vendors, Projects, Cost Codes, Progress Claims, Check Payments, and Direct Invoices.

 Here's how to Send Projects from Procore to Xero: 

 

Need help? Reach out to our Support Team.

 

Step 1: Create "Send to Xero" Project Stage in Procore

A project created in Procore will only be sent into Xero if its Project Stage is set to “Send to Xero”. 

  1. In Procore, on the Global Level click on Toolbox > Admin.
  2. Under “Project Settings” click on Defaults.
  3. Under Project Stages, type in “Send to Xero” in the blank field
  4. Click Add Stage.

(INITIALIZATION) Procore+Xero Standard Integration Setup

 

Step 2: Set your Project Stage to "Send to Xero" (Create Project) 

  1. Create a new project
  2. Provide a Project Name
  3. Set the Project Stage to “Send to Xero”
  4. Provide a Job Number

(INITIALIZATION) Procore+Xero Standard Integration Setup (1)

 

 Step 3: Set your Project Stage to "Send to Xero" (Existing Project) 

  1. From you wish to integrate, click on Toolbox
  2. Click on Admin
  3. Scroll down to “GENERAL PROJECT SETTINGS”
  4. Click on Project Stage
  5. Set to “Send to Xero”

The project must also have a Job number, as it is used in Xero to uniquely identify the Procore project.

Once a project has been integrated, you can set the Project Stage to your appropriate selection.

(INITIALIZATION) Procore+Xero Standard Integration Setup (3)

 

Step 4: Create a "Project" Tracking Category in Xero.

In Xero, the project is sent as a Tracking Category.

  1. In Xero, click on Settings.
  2. Click on Tracking
  3. Click on Add Tracking Category
  4. Name the category “Project”

 

Step 5: Integrate your Project

 Within the Dimension Cloud integration page, click on the “Send All Projects” arrow or “Send One Project” arrow with the specific Project # entered into the field

(INITIALIZATION) Procore+Xero Standard Integration Setup (5)

 

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[Stage 2.0] Procore + Xero: Sending Vendors/Contacts to Procore

 

Our Procore + Xero Integration ensures that data flows automatically between each system, without the need for manual data. At the foundation, the integration syncs Vendors, Projects, Cost Codes, Progress Claims, Check Payments, and Direct Invoices.

 Here's how to Send Vendors from Xero to Procore: 

 

Need help? Reach out to our Support Team.

 

 Step 1: Create a Xero Contact Group named "Procore"

In order to integrate a Vendor, you must first create a Xero Contact group named "Procore"

  1. In Xero, click on Contacts
  2. Click on All Contacts
  3. On the side panel, find “Groups” and click on New.
  4. Name the group “Procore”
  5. Click Save

 

Step 2: Add a contact to the "Procore" Group

  1. Check the box of the contact you wish you add to the “Procore” group.
  2. Click on Options.
  3. Click Add to Group

 

 Step 3: Integrate your Contacts

 On the Dimension Cloud integration page, click on the “Get All Contacts” arrow or “Get One Contact” arrow with the specific Contact ID (example below) entered into the field.

 

After integration, the new Procore Vendor will have a green banner indicating that it is integrated with Xero.

 

 If any of the mapped information is changed in Xero, subsequent integrations will update Procore to match Xero.

 

 

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[Stage 3.0] Procore + Xero: Sending Cost Codes to Xero

 

 Our Procore + Xero Integration ensures that data flows automatically between each system, without the need for manual data. At the foundation, the integration syncs Vendors, Projects, Cost Codes, Progress Claims, Check Payments, and Direct Invoices.

 

 

Here's how to Send Cost Codes from Procore to Xero: 

 The cost code integration is highly dependent on how a given customer needs to map Procore cost codes and Xero accounts. The standard integration assumes that a second tracking category called "Cost Codes" will be set up in Xero. The cost code integration will take all standard cost codes from Procore and replicate them into Xero as Tracking Category Options.

 

Need help? Reach out to our Support Team.

 

 Step 1: Create a "Cost Codes" Tracking Category in Xero

In Xero, the project is sent as a Tracking Category.

  1. In Xero, click on Settings.
  2. Click on Tracking
  3. Click on Add Tracking Category
  4. Name the category “Cost Codes”

 

Step 2: Integrate your Cost Codes

1. On the Dimension Cloud integration page click on the “Send Chart of Accounts” arrow.

 

 

 

 
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[Stage 4.0] Procore + Xero: Sending Progress Claims to Xero

 

Our Procore + Xero Integration ensures that data flows automatically between each system, without the need for manual data. At the foundation, the integration syncs Vendors, Projects, Cost Codes, Progress Claims, Check Payments, and Direct Invoices.

 

 Need help? Reach out to our Support Team.

 

 Here's how to Send Progress Claims from Procore to Xero: 

 

 Step 1: Assure your Progress Claim is ready to send

1. Fill out your Progress Claim within Procore (Invoice #, Invoice Start, Invoice End, Billing Date).
2. Fill out the Progress Claim accordingly within the Detail screen (Value, Retainage if applicable).
3. Set the status of your Progress Claim to Approved.

 

 

 Step 2: Assure your Vendor is already integrated

Make sure the Progress Claim you are sending is being sent to a Vendor you have previously integrated into Procore (See Section 2.0 for more information) 

 

 

 Step 3: Integrate your Contacts

 

On the Dimension Cloud integration page, click on the “Send All Progress Claims” arrow or “Send One Progress Claim” arrow with the specific Project #, Procore PO Number, and Procore PO App # (shown below) entered into the field.


 

 

 

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[Stage 5.0] Procore + Xero: Send Invoice Payments to Procore

 Our Procore + Xero Integration ensures that data flows automatically between each system, without the need for manual data. At the foundation, the integration syncs Vendors, Projects, Cost Codes, Progress Claims, Check Payments, and Direct Invoices.

 

Need help? Reach out to our Support Team.

 

 Here's how to Send Payments from Xero to Procore: 

 

  Step 1: Have an Invoice Payment approved in Xero

 Approve a payment for an invoice in Xero

 

 

Step 2: Integrate your Payment

 

 

 

On the Dimension Cloud integration page, click on the “Get All Payments” arrow.

 

 

 
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[Stage 6.0] Procore + Xero: Send Direct Invoices to Procore

 

Our Procore + Xero Integration ensures that data flows automatically between each system, without the need for manual data. At the foundation, the integration syncs Vendors, Projects, Cost Codes, Progress Claims, Check Payments, and Direct Invoices.

 

Need help? Reach out to our Support Team.

 

 Here's how to Send Payments from Xero to Procore: 

 Xero invoices are sent into Procore when there is no designated contract to the vendor on the project.  Xero allows you to set different Project numbers on each line. When this happens, the integration will split the invoice. The header will be identical in each project, but each invoice line is only sent to the project is it connected with.

 

Step 1: Have a Direct Invoice approved in Xero

  1. Fill out your Bill within Xero (From, Date, Due Date, Reference, Description, Qty, Unit Price, Account, Project, Cost Codes, Amount)
  2. Approve the Bill within Xero.

 

 Step 2: Integrate your Direct Invoice

 

 

 

1. On the Dimension Cloud integration page, click on the “Get Direct Invoices for Project” arrow with the specific Project # entered into the field.

 

 
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Procore + MRI Integration With Dimension by Calance

 

Our MRI Software Integration ensures that jobs and job costs are in sync between the two systems. At the foundation, we sync Jobs, Phases, Cost Codes, and Vendors. At the project level we tie together all project dollars for accurate forecasting in Procore. This includes budgets, commitments, and actual costs. Dimension can easily be configured to move data in the way that best fits your needs.

 

With your Procore + MRI Integration you can:

  • Ensure data quality while reducing cost
  • Insulate from Impacts of Application Upgrades
  • Increase Flexibility and Scalability

 

 

 

You can find more information about this information on the Procore Marketplace. 

 

 Interested? 

Request a Demo

 
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What Does the Procore + Xero Integration Do?

 

Our Procore + Xero Integration ensures that data flows automatically between each system, without the need for manual data. At the foundation, the integration syncs Vendors, Projects, Cost Codes, Commitments, Requisitions, Check Payments, Direct Invoices and Journal Entries. 

 

 

 

With the Procore + Xero Integration you can:

  • Ensure data quality while reducing cost
  • Insulate from Impacts of Application Upgrades
  • Increase Flexibility and Scalability

 

 

You can find more information about this integration on the Procore Marketplace. 

 

 Interested? 

Request a Demo

 
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