Settings - Procore > Xero Syncing

Manage your Smoothx syncing settings from Procore to Xero

Manage the settings to allow syncing from Procore to Xero via Smoothlink.

The following settings can be controlled:


Procore to Xero Syncing

Control where Invoices/Bills are added to Xero when synced.

Control when edits/updates in Procore can sync changes to Xero based on the Invoice/Bill status in Xero.

Screenshot 2025-06-26 103323

  • Sync as Draft - Procore Progress Claims (commitments) or Direct Costs will sync to Xero as Draft.  If toggled OFF, you can select to sync to the Awaiting Approval or Awaiting Payment status.
Screenshot 2025-06-26 103759
  • Allow updates on draft Invoices or Bills
    • When ON, will sync Procore changes to Xero Invoices/Bills in Draft.
  • Allow updates on awaiting approval Invoices or Bill
    • When ON, will sync Procore changes to Invoices/Bills in Awaiting Approval.
  • Allow updates on approved Invoices or Bills
    • When ON, will sync Procore changes to Invoices/Bills in Awaiting Payment.
  • Allow re-sync of deleted Invoices or Bills
    • When ON, will sync allow deleted Invoices or Bills to be re-synced.
  • Delete matching Invoice or Bill when deleted in Procore
    • When ON, will delete the Xero Invoice/Bill when the Procore Progress Claim (commitments) or Direct Cost is deleted.

Advanced Options

Control ERP Syncing Management, Multi-Currency, Locked Periods, Procore data synced to Xero, and Sync Ignore settings.

Screenshot 2025-06-26 104820

  • Enable Procore ERP Syncing Management
    • When ON, Head Contract Claims, Progress Claims (commitments) & Direct Costs will be ERP Locked when synced to Xero.
    • ERP Locked items can NOT be amended/changed in Procore.
    • ERP Locked items will display a green ERP banner in Procore. Screenshot 2025-06-26 105958
To edit an invoice, see - How to unsync an ERP Locked invoice
  • Enable Multi-Currency
    • When ON, Smoothx will sync the specific currency of the Procore Invoice to Xero.
    • If OFF, all Procore Invoices will be synced in Xero using the company currency.

To configure Procore & Xero Multi-Currency, see - Settings - Multi-Currency

  • Use Accounting ERP Currency Rate
    • When ON, Smoothx will use the currency rates (conversion rates) in Xero to calculate the invoice amounts/costs
    • If OFF, Smoothx will use the exchange rate from the Procore Project.
  • Allow syncing prior locked period
    • Applicable when Xero Locked Periods are used & Procore Invoice Billing Date/Date is within the Xero Locked Period.
    • If ON, Smoothx will change the Invoice Date of the Xero Invoice to the first day of the month after the Xero locked period.
    • If OFF, the sync will fail when the Procore Billing Date/Date is within a Xero Locked Period.
  • Sync Project Number
    • When ON, the Procore project number will be added to the Xero Project Tracking Category for each project, e.g. 2235 - Project Name.
    • If OFF, the Procore project number is excluded from the Xero Project Tracking Category.
  • Sync Sub Job as Project
    • When ON, Procore Sub Jobs will sync to the Xero Project Tracking Category using the parent Project.
    • If OFF, Sub Job will sync to the Xero Project Tracking Category using the full Sub Job number/description.
  • Sync Contact Address in Postal and Street Address
    • The Procore Company Address will populate both the Billing Address and Delivery Address fields in Xero. Screenshot 2025-06-26 115918
  • Sync Ignore Cost Type
    • Using the Ignore (Procore) Cost Types will prevent the syncing of individual Procore Invoice line items using the selected Cost Type.
  • Sync Ignore Tax Code
    • Using the Ignore (Procore) Tax Codes will prevent the syncing of individual Procore Invoice line items using the selected Tax Code.
  • Sync Ignore Contact(s)
    • Using the Ignore (Procore) Contact(s) will prevent the syncing of Procore Invoices allocated to the selected Procore Contact (Company/vendor).