In enterprise construction and project management environments, vendors and contacts are critical data points shared across operational and financial systems. Calance’s Procore + Xero Integration automates the exchange of vendor/contact records so that vendor information in Xero can flow into Procore without manual re-entry. This ensures consistency, reduces errors, and improves productivity for large-scale, cross-departmental operations.

This article outlines how service teams and operations managers can configure and maintain the vendor/contact sync feature, with emphasis on technical setup, process controls, and ongoing maintenance.

Integration Scope & Benefits

What the Integration Covers

• Vendors/Contacts: Vendor or contact records maintained in Xero are pushed into Procore.
• Other Entities in Integrated Scope: The integration also manages Projects, Cost Codes, Progress Claims, Check Payments, Direct Invoices. calanceus.com

Key Business Benefits

• Operational Efficiency: Reduces duplicate data entry in financial vs. project management systems.
• Data Accuracy & Consistency: Ensures vendor details (addresses, contact persons, terms) stay aligned.
• Auditability: Clear audit trail for when contact records change in Xero and propagate to Procore.
• Scalability: As vendor base grows, the sync process can scale without manual effort.

3. Preconditions & Setup Requirements

Before sending vendor/contact data from Xero to Procore, you must ensure:

• Access rights in Xero to manage contacts, groups, and to use API/integration features.
• Access rights in Procore to receive vendor records, manage the vendor directory, and handle incoming data via the integration.
• An established “Contact Group” in Xero named “Procore”. This group acts as the filter or tag for which contacts get synced. calanceus.com
• Defined process for data governance: determining which fields in Xero map to which fields in Procore; ensuring consistent data formatting (e.g. addresses, tax IDs, emails).
• Process for ongoing updates: establishing who is responsible if a contact changes in Xero (e.g. name, address) so that correct information propagates.

Step 1 – Create the “Procore” Contact Group in Xero

This is the foundational configuration that controls which contacts in Xero become candidates for synchronization.

Procedure:

1. Log into Xero. Navigate to Contacts → All Contacts.
2. On the Contacts page, locate the sidebar section labelled Groups.
3. Click New to create a new Contact Group.
4. Name the new group “Procore” — exact text match is recommended to avoid sync misconfiguration.
5. Save the group.

This group is used by the integration engine as a filter: only contacts assigned to this group will be considered for syncing.

Step 2 – Populating the Contact Group

After creating the “Procore” group, you need to assign vendor/contact records to it.

Procedure:

1. In Xero -> Contacts → All Contacts, locate the contact(s) that represent vendors you want synced.
2. Select (check) the contact(s).
3. Go to Options → Add to Group.
4. Choose the “Procore” group you created.

Ensure that only correct, up-to-date contacts are added. If you add old or duplicate vendors, it may lead to duplicated or conflicting records in Procore.

Step 3 – Initiating the Vendor/Contact Sync from Xero to Procore

Once contacts are grouped properly, the integration must be triggered.

Procedure:

• Access the Dimension Cloud integration interface (this is Calance’s integration platform). calanceus.com
• Within the interface, you have two main options:a. Get All Contacts – this action will pull all contacts in Xero that are part of the “Procore” group into Procore.b. Get One Contact – specify a single contact ID to sync only that contact into Procore.
• After the sync, in Procore the newly created vendor/contact record will show a green banner or indicator confirming it is integrated with Xero. calanceus.com

Data Mapping, Synchronization & Updates

Data Mapping

When the vendor/contact sync occurs:

• Vendor fields in Xero (name, address, primary contact, email/phone) are mapped to vendor/contact fields in Procore.
• Additional metadata (e.g. whether vendor is active/inactive) may or may not sync depending on configuration.

Updates & Change Propagation

• If you modify a vendor/contact in Xero (for example: change address or contact person), subsequent synchronizations will update the corresponding record in Procore. calanceus.com
• The system should regularly check for and apply updates, to keep vendor information consistent across both systems.

Troubleshooting & Best Practices

Common Issues & Resolutions

Best Practices

• Data Hygiene: Before adding contacts to “Procore” group, ensure their information is complete and standardized.
• Change Control Process: Use versioning or change logs in Xero to track updates; ensure that key fields (e.g. vendor name, tax IDs) are protected against accidental overwrites.
• Regular Audits: Periodically compare vendor lists in Procore vs. Xero to ensure all intended contacts are in sync.
• Minimal Permissions: For security, integrate using accounts with least necessary permissions.

Conclusion

For B2B operations dependent on both financial system accuracy and project execution, integrating vendor/contact data from Xero into Procore is a high-leverage process. It reduces manual labor, improves data fidelity, and supports better collaboration between accounting, procurement, and project management teams.

By systematically setting up the “Procore” contact group in Xero, populating it with appropriate contacts, using the Dimension Cloud interface to perform syncs, and maintaining data hygiene / remediation practices, an organization can ensure reliable, ongoing vendor/contact synchronization. If there are issues, most stem from group mis-assignment, data inconsistency, or permissions—factors which can be addressed with governance, training, and routine monitoring.