Procore-to-Accounting Data Map
A Procore-to-accounting data map is a checklist of the records and fields that move between Procore and an accounting or ERP system, including the system of record, the direction of each flow, and the issues that usually break a sync. Use it with your PM lead and your controller before you buy or build an integration.
Use this with your PM lead and your controller.
For each row, decide:
- Do we sync it?
- Which system is the source of truth?
- Which direction does data flow?
1. Master data
| Sync? | Record | Key fields | System of record | Direction | Watch for |
|---|---|---|---|---|---|
| [ ] | Vendors / companies | Legal name, vendor ID, tax ID, address, 1099 status, insurance expiry | Accounting | Accounting to Procore | Duplicates matched on name; inactive vendors |
| [ ] | Cost codes | Code, description, division | One master list | Master to both | Project-only codes; different formats |
| [ ] | Cost types | Labor, material, equipment, sub, other | One master list | Master to both | Types that map to no GL account |
| [ ] | Projects / jobs | Job number, name, customer, address, entity or subsidiary | Procore or CRM | To accounting | Numbering mismatch; wrong entity |
| [ ] | Customers / owners | Name, billing address, customer ID | Accounting | Accounting to Procore | Same owner under two names |
2. Project financials
| Sync? | Record | Key fields | System of record | Direction | Watch for |
|---|---|---|---|---|---|
| [ ] | Budget | Cost code, cost type, original budget | Procore | Procore to accounting | Budget changes after lock |
| [ ] | Commitments (subcontracts, POs) | Number, vendor, line items, cost codes, retainage % | Procore | Procore to accounting | Line-level cost code splits |
| [ ] | Commitment change orders | Number, status, amount, cost code | Procore | Procore to accounting, approved only | Pending COs syncing too early |
| [ ] | Prime contract change orders | Number, status, amount | Procore | Procore to accounting | Revenue timing |
| [ ] | Subcontractor invoices / pay apps | Invoice number, period, amounts, retainage held | Procore | Procore to accounting | Negative lines; closed periods |
| [ ] | Owner invoices | Invoice number, period, amount, retainage | Procore or accounting (pick one) | One way only | Billing in both systems |
| [ ] | Direct costs | Vendor, date, amount, cost code | Accounting | Accounting to Procore | Missing cost code on entry |
| [ ] | Payments | Invoice reference, amount, date, check number | Accounting | Accounting to Procore | Partial payments |
| [ ] | Actual job costs | Cost code, cost type, amount, period | Accounting | Accounting to Procore | Sync timing (daily vs hourly) |
| [ ] | Labor hours / timecards | Employee, job, cost code, hours | Payroll or Procore | To accounting | Burden and rates |
3. Rules to agree on before any automations are built
4. Common issues to watch for
Next step
Bring this sheet to a free integration review with R Creative. We will walk through it with your team and tell you whether a native connector covers it or a custom build makes sense.
See Procore integrations and Procore QuickBooks integration.
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