SyncMatrix.
Smartsheet logo + Procore logo

Automate Smartsheet & Procore

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

Get This Workflow Built
Custom API Integration
Secure Data Transfer
Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["Smartsheet"]
        T1(["Copy Folder — Destination workspace folders"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[CRON API
Poller] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["Procore"]
        A1(["Create Bid Board Project"])
    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 Smartsheet and Procore operate independently, project managers often face significant delays in updating task statuses. For instance, when a task is marked as complete in Smartsheet, the corresponding change must be manually entered into Procore, leading to a lag in project visibility. This results in construction teams relying on outdated information, which can cause scheduling conflicts and resource misallocation, wasting hours of valuable time for both project managers and field workers.

Top Ways to Automate Smartsheet & Procore

  • Automated Data Synchronization: Seamlessly sync project data between Smartsheet and Procore to ensure that all team members have access to the most current information, eliminating manual data entry and reducing errors.
  • Real-Time Project Updates: Automatically update project timelines and budgets in Smartsheet based on changes made in Procore, providing stakeholders with immediate insights and enhancing decision-making capabilities.
  • Streamlined Document Management: Facilitate the automatic transfer of project documents and reports between the two platforms, ensuring that all critical information is organized and accessible to the right teams at the right time.

How to Build the Smartsheet → Procore Sync

  1. Set up a webhook in Smartsheet to listen for changes on the 'Task Status' column of your project sheet. Use the endpoint: https://api.smartsheet.com/2.0/webhooks.
  2. Configure the webhook to trigger on 'UPDATE' events specifically for the 'Task Status' field.
  3. In your webhook handler, extract the payload data, focusing on the fields: id (task ID), name (task name), and status (new status).
  4. Use the Procore API to insert this data into the corresponding project. Make a POST request to https://api.procore.com/vapid/projects/{project_id}/tasks.
  5. In the POST request body, structure the JSON to include the extracted data: {

Supported API Operations

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

  • When this happens in Smartsheet... Copy Folder — Destination workspace folders
    Do this in Procore Create Bid Board Project
  • When this happens in Smartsheet... Copy Folder — Source workspace folders
    Do this in Procore Create Budget Change
  • When this happens in Smartsheet... Fetch Custom Actions
    Do this in Procore Create Budget Line Item
  • When this happens in Smartsheet... Get Folders
    Do this in Procore Create Call Log
  • When this happens in Smartsheet... Get Reports
    Do this in Procore Create Catalog Item

SyncMatrix Experts

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