Procore Xero Integration Guide [2026 Updated]

Connecting your project management data from Procore to your accounting books in Xero creates a single source of truth for your construction firm’s finances. This eliminates the need for manual data entry between your project team and your accounting department. This guide provides an updated 2026 walkthrough on how to successfully integrate Procore and Xero, outlining the available methods, a step-by-step setup process, and how to troubleshoot common issues.

Why Connect Procore and Xero?

For many construction companies, the workflow between project operations and financial management is fragmented. Project managers in the field work within Procore to manage bids, track change orders, and approve costs. Meanwhile, the accounting team lives in Xero, managing accounts payable, job costing, and issuing financial reports. Without an integration, information has to be moved manually. An accountant might spend hours keying in subcontractor invoices from Procore into Xero, while a project manager waits for an updated budget report that reflects actual costs—a delay that can impact project decisions.

Connecting these two platforms solves this disconnect. It sets up an automated flow of information that provides significant benefits:

• Reduced Manual Workload: By automating the transfer of invoices, purchase orders, and expenses, you free your team from hours of repetitive data entry. This allows your accountants to focus on financial analysis and strategy rather than clerical tasks.
• Improved Data Accuracy: Manually entering data is prone to human error. A mistyped invoice number or an incorrect dollar amount can lead to payment delays and inaccurate financial statements. Integration ensures data is consistent and accurate across both systems.
• Real-Time Financial Visibility: When project costs are synced instantly, project managers and business owners get a live view of budget vs. actuals. This enables faster, more informed decisions on resource allocation, potential cost overruns, and overall project profitability.
• Faster Invoicing and Payments: Automatically creating sales invoices in Xero as soon as they are approved in Procore accelerates the billing cycle. This improves cash flow, a critical pillar of financial health for any construction business.
• Simplified Compliance and Reporting: With all financial data consolidated in Xero and cleanly tied to project cost codes from Procore, generating financial reports, preparing taxes, and undergoing audits becomes a much more straightforward process.

Methods for Integrating Procore and Xero

As of 2026, there is no official, out-of-the-box native integration offered by Procore or Xero. To connect the two platforms, you must use a third-party solution. There are two primary approaches, each suited for different business needs and technical capabilities.

1. Third-Party Automation Platforms

This is the most common and recommended method for most construction firms. Automation platforms like Zapier or Make (formerly Integromat) act as a bridge between Procore and Xero. They provide a visual interface where you can build automated workflows (called "Zaps" in Zapier or "Scenarios" in Make) without writing any code.

• Setup Difficulty: Easy to Medium. You'll need to understand basic workflow concepts like "triggers" and "actions," but no programming knowledge is required. The platforms guide you through the process.
• Pricing: Most platforms offer free tiers with limited functionality. Paid plans typically range from $20 to over $100 per month, depending on the number of automated tasks you run and the complexity of your workflows.
• Best For: Small to mid-sized construction companies that need a reliable, cost-effective way to automate standard data transfers like invoices and expenses.

2. Custom API Integration

For large enterprises or companies with unique, complex workflows, a custom integration built using the Procore and Xero application programming interfaces (APIs) is a powerful option. This involves hiring a developer or using an in-house IT team to write custom scripts that transfer data exactly how you need it to.

• Setup Difficulty: Complex. This requires deep technical expertise, including knowledge of REST APIs, OAuth authentication, and data mapping. It is not a DIY solution for the average user.
• Pricing: Can be expensive. Expect an initial development cost of several thousand dollars or more, plus ongoing maintenance fees.
• Best For: Large construction firms with specific data-syncing needs that cannot be met by pre-built automation platforms or businesses that require handling a very high volume of transactions.

Step-by-Step Guide: Connecting Procore and Xero with an Automation Tool

For this walkthrough, we'll use a third-party automation platform as our example, as it is the most accessible solution. The general steps are similar whether you choose Zapier, Make, or a comparable tool.

Prerequisites

• An active Procore account with administrator permissions that allow you to manage API access.
• A Xero account with administrator or standard user permissions.
• A subscription to a third-party automation platform (we'll refer to Zapier in our examples, but the logic applies elsewhere).

Step 1: Authenticate Your Accounts

Log in to your chosen automation platform and navigate to the "Connected Apps" or "Connections" section. First, add Procore. The platform will prompt you to log in to your Procore account and authorize access. Next, do the same for Xero. You will be redirected to Xero to grant permission. Completing this step allows the automation tool to securely access data from both applications on your behalf.

Step 2: Create a New Workflow and Set Your Trigger

Start a new workflow (a "Zap"). The first thing you need to define is the "trigger"—the event in Procore that starts the automation. Let's say you want to automate subcontractor invoices. Your trigger might be:

• App: Procore
• Trigger Event: New Subcontractor Invoice

The system may ask you to define which project to watch or an invoice status to look for, such as "Approved." This ensures only finalized invoices are synced, preventing errors from in-progress documents.

Step 3: Define the Action in Xero

Next, define the "action"—the event you want to happen in Xero when the trigger occurs. To continue our example, your action would be to create a new bill in your accounts payable.

• App: Xero
• Action Event: Create Bill

Step 4: Map Your Data Fields

This is the most important step. You need to tell the automation tool exactly how to connect data from Procore to the corresponding fields in Xero. The tool will show you all available data points from the Procore invoice (your trigger) and all available fields for the new Xero bill (your action). You will drag and drop or select the proper mapping.

A typical mapping for an invoice would look like this:

• Xero Contact: Map to Procore Vendor Name
• Xero Bill Number: Map to Procore Invoice/Bill #
• Xero Issue Date: Map to Procore Invoice Date
• Xero Due Date: Map to Procore Payment Due Date
• Xero Line Item Description: Map to Procore Description of Work
• Xero Line Item Unit Amount: Map to Procore Invoice Price
• Xero Line Item Account Code: Map to Procore Cost Code or a predefined account

Pro-Tip: Use Xero’s Tracking Categories to tag expenses with Procore project names or numbers. This is immensely helpful for job costing and profitability reporting within Xero.

Step 5: Test and Activate Your Workflow

Before turning on the automation for good, run a test. Your platform will pull a recent sample invoice from Procore and attempt to create a bill in Xero based on your mapping rules. Log in to Xero to verify that the Bill was created correctly and all data appears in the right place. Once you've confirmed it works, activate your workflow. Now every new, approved subcontractor invoice in Procore will automatically appear as a bill in Xero moments later.

What Data Can You Sync Between Procore and Xero?

A well-configured integration can automate the flow of various key financial documents and data points. Here's a look at what you can typically sync:

• Subcontractor Invoices: Sync approved vendor and subcontractor invoices from Procore's Commitments or Invoicing tool directly to Xero as Bills to Be Paid, kickstarting the accounts payable process.
• Company Expenses & Costs: Sync direct costs, employee expense claims, and other project-related expenses logged in Procore's Financial Management tools to Xero, ensuring all job costs are captured.
• Project and Vendor Details: Create new contacts in Xero when a new vendor is added in Procore, keeping your vendor master lists consistent across both platforms.
• Purchase Orders: Sync purchase orders from Procore to Xero so your books reflect committed costs, giving you a more accurate picture of your financial obligations before an invoice even arrives.

Common Problems and How to Solve Them

Building an integration is not always perfectly smooth. Here are some common hurdles and tips for overcoming them.

Known Limitations

• Custom Field Complexity: If you rely heavily on custom fields in Procore, mapping them to standard fields in Xero can be challenging. You might need to use formatting functions within your automation tool to get the data to transfer correctly.
• Syncing Delays: Most automation platforms run on a polling-based system, meaning they check for new data every 5-15 minutes on standard plans. The sync is nearly real-time, but not instantaneous.
• No Two-Way Sync (Out-of-the-Box): A simple workflow syncs data one way (e.g., Procore to Xero). Creating a two-way sync (e.g., updating an invoice status in Procore when it's paid in Xero) requires building a second, separate workflow in the opposite direction, which adds complexity.

Troubleshooting Checklist

• Check API Permissions: If a workflow fails, the first step is to visit the "Connected Apps" section of your automation tool. Reconnect both Procore and Xero to ensure their authentication tokens haven't expired.
• Review the Workflow History: All automation tools keep a detailed log of every time a workflow runs, succeeds, or fails. An error log will often tell you exactly which step failed and why, such as "Could not find contact named 'XYZ' in Xero."
• Verify Your Field Mapping: A common source of errors is mismatched data types—for example, trying to map a text field from Procore to a number-only field in Xero. Double-check your mapping configuration to ensure a logical match for every required field.
• Start Small: When troubleshooting, test your workflow with a single, simple transaction. This makes it easier to pinpoint the source of a problem than testing with large batches of complex data.

Final Thoughts

Integrating Procore and Xero bridges the gap between your construction operations and your financial management. By using third-party automation platforms, you can eliminate manual errors, get real-time visibility into project costs, and free up your team for more valuable work. Investing a few hours to set up these workflows can deliver remarkable improvements in efficiency and data accuracy.

And when that synced data reveals complicated financial transactions—like job cost allocations across multiple states or proper documentation for subcontractor expenses—you need definitive tax answers quickly. For tax professionals who need clarity on such matters, trying to find authoritative guidance in blogs and forums is a risk. Tools like Feather AI provide an AI assistant to get clear, citation-backed answers from IRS codes and state regulations, which simplifies the tax research tied to your newly organized project data.