Automate Procore & Xero

Stop paying for mismatched spreadsheets. Sync data between Procore and Xero in real-time, so you can manage your operations without the busywork.

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Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["Procore"]
        T1(["List company vendors"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[Webhook
Listener] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["Xero"]
        A1(["Add Items to Existing Sales Invoice"])
    end

    T1 -->|JSON Payload| W
    Retry -->|Authenticated API POST| A1

    style Source fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Target fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Middleware fill:#f8fafc,stroke:#94a3b8,stroke-width:2px
    style T1 fill:#3b82f6,stroke:#fff,stroke-width:2px,color:#fff
    style W fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style V fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Map fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Retry fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style DLQ fill:#ef4444,stroke:#fff,stroke-width:1px,color:#fff
    style A1 fill:#e11d48,stroke:#fff,stroke-width:2px,color:#fff

When Procore and Xero operate in isolation, project data such as budget allocations and expense reports can become misaligned. For instance, if a new project is created in Procore, the finance team must manually enter the project details into Xero, risking human error and leading to discrepancies in financial reporting. This results in wasted hours for project managers and accountants who are forced to cross-check data between systems, delaying project timelines and financial reconciliations.

Top Ways to Automate Procore & Xero

Automated Invoice Synchronization: Streamline the invoicing process by automatically syncing invoices created in Procore with Xero, ensuring accurate financial records and reducing manual entry errors.
Real-Time Budget Tracking: Gain immediate insights into project budgets by automatically updating financial data in Xero as project expenses are logged in Procore, enabling proactive financial management.
Effortless Time Tracking Integration: Simplify payroll and billing by integrating time tracking data from Procore directly into Xero, ensuring accurate labor costs are reflected in financial reports without manual intervention.

How to Build the Procore → Xero Sync

Set up a webhook in Procore to listen for the 'New Project' event. This will send a payload containing project details such as project ID, name, and budget.
Extract the relevant data from the webhook payload, focusing on the 'project_id', 'project_name', and 'budget' fields.
Use the Xero API endpoint POST /api.xro/2.0/Projects to insert the new project into Xero. Construct the JSON body using the extracted data, ensuring to include the correct mapping for fields like name and budget.
Test the integration by creating a new project in Procore and verifying that it appears correctly in Xero.

Developer Warnings & API Gotchas

Ensure the 'budget' field from Procore is formatted correctly for Xero; Xero expects a specific currency format which may differ from Procore.
Be cautious with the project ID; if a project with the same ID already exists in Xero, the API will throw an error. Implement logic to check for existing projects before attempting to insert.
Watch for data type mismatches; for example, Procore may send budget as a string while Xero requires it as a numeric type, leading to failed API calls.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

When this happens in Procore... List company vendors

Do this in Xero Add Items to Existing Sales Invoice
When this happens in Procore... List of Admin - Company Offices

Do this in Xero Add Note to Invoice
When this happens in Procore... List of Admin - Form Template

Do this in Xero Add or Update Stock Items
When this happens in Procore... List of Admin - Programs

Do this in Xero Allocate Credit Note to Invoice
When this happens in Procore... List of Admin - Project Bid Types

Do this in Xero Create Account

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I can see you're looking at mapping Procore to Xero. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?