In project-based industries—especially construction, engineering, or contracting—timely and accurate financial tracking of claims is essential. Calance’s Procore + Xero integration automates the transfer of Progress Claims (i.e. periodic claims/invoices for work done) from Procore into Xero, saving effort, reducing errors, and improving the alignment between project management and accounting. This article details how to configure, execute, and maintain Progress Claim synchronization, with a service-oriented, technical focus for B2B stakeholders (finance, project management, IT operations).

Integration Scope & Business Value

What is Synced

• Progress Claims in Procore: including invoice number, invoice start & end dates, billing date, value of claim, retainage (if any). calanceus.com
• Vendors (contacts) must already be integrated (i.e. vendor records exist in both systems) for the claim to attach properly. calanceus.com
• Metadata: Project number, purchase order (PO) number, PO application number (if available) to help identify exactly which project and cost stream the claim belongs to. calanceus.com

Business Value

• Accuracy in invoicing and billing: Ensures that details such as dates, amounts, and retainage are carried over without transcription errors.
• Speed & operational efficiency: Eliminates manual export/import, cutting down on preparation time, especially for large project portfolios.
• Improved financial visibility: Helps accounting get up-to-date with progress billing; enhances cash flow forecasting.
• Audit trail & compliance: With status fields (e.g. “Approved”) and exact vendor mapping, there is better traceability and less risk of non-compliant billing records.

Preconditions & Configuration Requirements

To ensure the integration works properly, the following prerequisites must be met:

Step 1 – Preparing a Progress Claim in Procore

Before pushing anything to Xero, the claim in Procore must be fully prepped.

• Enter invoice number, invoice start & end dates, and billing date in the Progress Claim header. calanceus.com
• In the detail section, populate value (the amount claimed), and if applicable, retainage (the portion held back until later) accurately. calanceus.com
• Verify all line items, cost codes, vendor work, and any supporting documentation are complete.
• Set the Progress Claim’s status to Approved. Only after approval will it be eligible for sending. calanceus.com

Step 2 – Ensuring Vendor Exists in Integration

Progress claims link to vendors. For successful integration:

• Confirm that the vendor/contact associated with the Progress Claim is already in your integrated vendor directory — meaning that vendor has been synced between Xero and Procore. calanceus.com
• If not yet integrated, follow your vendor/contact sync process (as per earlier sections of the Calance integration) to bring the vendor into the system before sending the Progress Claim.

Step 3 – Sending the Progress Claim via Integration Interface

Once the claim is ready and vendor setup is verified, utilize the Dimension Cloud (Calance’s integration interface) to push the claim to Xero.

• Log into the Dimension Cloud dashboard or integration page. calanceus.com
• Choose between two options:
  1. Send All Progress Claims – which will send every approved, fully populated Progress Claim across all projects matching the integration criteria. calanceus.com
  2. Send One Progress Claim – specify the Project number, the Procore Purchase Order number, and the Procore PO Application number (if used), in order to send a single, specific claim. calanceus.com
• After initiating, the system will transmit the claim data from Procore into Xero. Monitor for success / failure confirmation.

Data Mapping, Statuses & Related Metadata

To ensure clarity and consistency, several data and workflow rules should be considered.

• Statuses: Only “Approved” status claims are sent; other statuses such as Draft, Submitted, Rejected will not be eligible. calanceus.com
• Metadata fields: Fields such as Project #, PO #, PO App # are critical for correlating with vendor invoices, project cost accruals, and for audit. In many cases these fields are used as unique identifiers.
• Value & Retainage: Both are financial fields that must be accurate; retainage often affects liability and cash-flow so proper handling (and mapping to corresponding Xero fields) is important.
• Vendor mapping: The vendor associated with the claim must have matching record in Xero, else fallback or rejection may occur.

Operational Best Practices & Governance

To maintain smooth operations over time, especially in a B2B / enterprise setting, the following practices are important:

• Documented Procedures: Create internal documentation on how Progress Claims are prepared, approved, and then sent. Define roles (who fills out data, who approves, who triggers sync).
• Standardize Templates & Data Entry: Use standardized naming, line-item formatting, cost code usage, vendor reference. This reduces mismatches or mapping issues.
• Change Control & Versioning: If progress claim workflows or templates change in Procore (e.g. adding new fields, changing cost codes), ensure corresponding adjustments are tested in integration, and users are trained.
• Monitoring & Alerts: Use the integration platform’s logs to monitor failed sends or data validation errors. Set up alerts for claims that fail to send.
• Reconciliation & Audits: Periodically verify that all approved progress claims in Procore have been reflected appropriately in Xero, including financial amounts, vendor details, project references.

Troubleshooting Common Issues

Here are some frequent issues and how to resolve them.

Conclusion

The automatic pushing of Progress Claims from Procore to Xero via Calance’s integration streamlines the financial operations of project-based organizations. By ensuring that claims are fully completed, vendor data is correctly synced, metadata is accurate, and statuses are properly set, your organization gains:

• Faster recognition of revenue or work completed
• Better cash flow management and forecasting
• Improved auditability and alignment between project operations and accounting

With disciplined governance, clear role definitions, standardized data practices, and well-set permissions, this integration becomes a reliable part of your financial operations rather than a point of friction.