The official connector is fine for what it does. Here are the six ways the two systems come apart anyway, and what a daily drift report looks like.
If you run Procore for the project side and Xero for the books, you have probably turned on the connector. It is worth having. It also has limits that show up as small differences, then large ones, then a month end that takes a week.
One Xero organisation per Procore company. If you run more than one entity, only one is connected. The others are keyed by hand, and hand keying drifts.
One cost code list, company wide. Procore lets you use project-specific cost codes. The connector wants one flat list. Rename a code on one project and the tracking category in Xero stays on the old name.
Projects already in flight. The connector is designed to be switched on before a project starts. Turn it on in the middle and the earlier commitments and invoices do not come across cleanly.
Retention. Procore knows about retention on a subcontractor claim. Xero does not have a native concept for it. The common workaround is a discount or a separate liability account, and the two systems disagree on what the bill was worth.
Deleted payments. Delete a payment in Xero and Procore keeps showing it paid. The connector does not unsync.
Bills keyed from the PDF. Someone in accounts gets the supplier PDF by email and keys a bill in Xero from it, before or instead of Procore. Now there are two records, one of which might be right.
A daily job that pulls commitments, invoices and payments from Procore, pulls bills and payments from Xero, matches them, and lists every difference with a reason.
The reasons are the useful part. "Retention posted as a discount, not a liability" is a fix you can automate. "Paid outside Procore, no commitment" needs a person. The report sorts them that way, and the auto fix ones are done by the time you read it.
On a real project the first run found seven items and about $30,000 of difference, of which $24,600 was a bill entered twice in Xero. The second one was unpaid, so it had not cost anything yet.
Even without automation, three checks help. Compare total committed in Procore to total bills against the job in Xero, by cost code. List Xero bills for the job with no matching Procore invoice. List Procore payments with no matching Xero payment.
If those three lists are empty, you are fine. If they are not, you have found your month end.
Twenty minutes. We will show you what we would have caught.
Book a demo