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

In multifaceted project environments, managing supplier billing when there is no formal contract per project can be complex. Calance’s Procore + Xero integration resolves this by enabling Direct Invoices from Xero to be transmitted into Procore, even in the absence of a formal contract tied to a project. This enhances financial transparency, reduces manual data entry, and improves alignment between project and accounting systems.

This document explains how to configure, execute, and maintain the Direct Invoice sync functionality, emphasizing service readiness, technical setup, and B2B operational robustness

Integration Scope & Benefits

What is Synced

• Direct Invoices: Supplier/vendor bills in Xero without a designated contract on the project are eligible to be sent to Procore.
  
  
• Invoice Line Items: When individual line items in the Xero invoice have project numbers assigned, the integration splits the invoice, sending each line to its respective project. The invoice header remains common, but each line is mapped to the project specified.
  
  

Business Value for B2B

• Flexible Billing Handling: Allows bills from suppliers who may not be under a contract with a specific project to still be accounted for in project cost tracking.
  
  
• Granular Cost Visibility: Separate line items tied to projects allow more accurate cost attribution.
  
  
• Reduced Manual Reconciliation: Automating invoice import reduces risk of missing or mis-assigned bills.
  
  
• Operational Efficiency: Enables finance, operations, and project management teams to stay aligned, especially when many suppliers or indirect costs exist.
  
  

Preconditions & Configuration

To ensure this integration works reliably, certain prerequisites must be met, both in terms of system setup and process discipline.

Step 1 – Preparing & Approving Direct Invoices in Xero

Before any invoice can be sent, it must be fully prepared and approved in the Xero side.

Procedure:

1. Create the Bill/Invoice in Xero:
   
   
   • Enter vendor (“From”)
     
     
   • Date, Due Date, Reference (invoice number / identifier)
     
     
   • Description of goods or services
     
     
   • Quantity and unit price for line items
     
     
   • Account (expense account)
     
     
   • If applicable, assign Project number and Cost Codes for each line.
     
     
2. Approve the Bill in Xero:
   
   
   • Complete any internal reviews or validation workflows so that the bill status is “Approved.” Only approved direct invoices are eligible for syncing.
     
     

Ensuring all fields are correct and complete reduces risk of data rejection or misallocation when the sync is executed.

Step 2 – Initiating the Direct Invoice Sync to Procore via Integration Interface

Once invoices are approved and data is ready, the next step is triggering the sync through the Calance - Dimension Cloud integration interface.

Procedure:

• Access the Dimension Cloud / Calance integration dashboard.
• Use the control: “Get Direct Invoices for Project”, and enter the specific Project # in the field. This targets invoice lines associated with that project.
• The system will retrieve all eligible direct invoices (approved ones) and split invoice lines to the respective projects based on the project numbers assigned on the lines. The invoice header will be preserved across projects, but allocation happens line-by-line.

After execution, verify in Procore that each direct invoice appears under correct project(s), with header details and line-item breakdown as expected.

Data Mapping & Splitting Invoice Lines by Project

Key technical and data mapping considerations ensure correct translation of the invoice data from Xero into Procore.

Line Splitting by Project

• When an invoice has multiple line items, some or all assigned to different project numbers, the integration splits the invoice accordingly:
  
  • Header: stays common for all project allocations.

• • Lines: Each line is sent only into the Procore project it is tied to.
• Lines without a project number: Depending on configuration, these may go to a “default” project, or cause error / need manual intervention. The behavior should be known and documented.

Field Mapping

• Vendor / From → Vendor in Procore. Must match existing vendor record.
• Invoice Number / Reference → Invoice/Direct Invoice identifier in Procore.
• Dates (Bill Date, Due Date) → Mapped to equivalent date fields in Procore.
• Line item details: Description, Quantity, Unit Price, Account, Cost Codes → mapped into Procore line items.
• Project Number per line → determines project to which the line is sent.

Consistency & Data Hygiene

• Cost Codes in Xero and Procore must be aligned: spelling, code formatting, active/inactive status. Mismatches can lead to unmapped lines or data errors.
• Project numbering must match exactly between the two systems. Prefixes or different naming patterns can lead to misallocation.

Operational Best Practices & Governance

To ensure reliability and maintain service quality, adopt these operational best practices:

• Governance of Invoice Data Entry: Define who in the organization is responsible for creating direct invoices, assigning project numbers and cost codes, and approving them.
• Quality Assurance (QA) Check Before Sync: Before triggering “Get Direct Invoices for Project”, review bills in Xero for correct project assignment, required fields, and vendor validity.
• Versioning / Change Control: If cost code structures, project numbering, vendor naming conventions change, document and test these changes in a staging environment if possible.
• Monitoring & Alerting: Use integration logs to monitor for failed invoice imports, missing lines, or mis-mapped items. Set alerts for exceptions.
• Training & Documentation: Ensure accounting, procurement, and project operations teams understand the process, field requirements, and what happens when an invoice is “split” across projects.

Troubleshooting Common Issues

Below are potential problems you might run into, with likely causes and remedies.

Conclusion

For B2B operations—especially those managing multiple projects with varied suppliers—handling Direct Invoices efficiently is crucial. Calance’s integration between Procore and Xero enables such invoices to flow into project cost tracking even when no formal contract exists, and supports splitting line items by project for granular financial visibility.

Success depends on:

• Ensuring invoice data is complete and approved in Xero
• Assigning project numbers (and cost codes) properly at line level
• Having reliable vendor/contact sync and matching across systems
• Strong operational controls, monitoring, and issue remediation

When these are managed well, the Direct Invoice sync becomes a reliable service asset—reducing administrative overhead, enhancing cost tracking, and improving financial insight.