Procore Accounting Integration — What Contractors Need to Know Before Connecting It to Their Books
- Cost Construction Accounting
- Apr 20
- 6 min read
By Tammy Hoang, CFMA, QuickBooks ProAdvisor | Construction Cost Accounting
If your crews are managing jobs in Procore and your books are in Sage 100 Contractor or QuickBooks, you are probably entering the same data twice. Change orders go into Procore for the project manager and into Sage for the bookkeeper. Subcontractor invoices get processed in the field and re-entered in the office. Job costs sit in Sage until the monthly close — which means your project manager is making decisions off numbers that are three to four weeks old.
The Procore accounting integration was built to solve exactly this problem. But the integration only delivers on that promise if it is set up correctly. I have seen contractors connect Procore to Sage with the wrong cost code mapping, no accounting approver assigned, and jobs created in the wrong system — and end up with two sets of books that do not match. This post explains how the integration actually works, what syncs and what does not, and what to get right before you flip the switch.
What The Integration Actually Does
Procore's accounting integration connects your project management and accounting systems so financial data flows automatically between both without manual re-entry. Jobs, budgets, cost codes, vendor records, subcontractor invoices, change orders, and direct costs move between Procore and your accounting software — giving your field team and your bookkeeper the same numbers at the same time.
Procore calls this concept a single source of truth. In practice it means your project manager can see up-to-date job costs from Sage inside Procore without waiting for the monthly close. Your bookkeeper gets subcontractor invoice data from Procore without re-keying it. And your WIP report reflects what is actually happening on the job, not what was entered last month.
Which Accounting Systems Procore Integrates With
Procore offers nine direct native accounting connectors: Sage 100 Contractor, Sage 300 CRE, Sage Intacct, QuickBooks Desktop, Viewpoint Vista, Viewpoint Spectrum, Yardi, MRI, and Acumatica. For most small to mid-size California contractors, the two most relevant are Sage 100 Contractor and QuickBooks Desktop.
At CCA we work primarily with Sage 100 Contractor clients. It is the platform we are certified on, and the Procore + Sage 100 integration is the one we set up and maintain for our clients.
How the Procore + Sage 100 Contractor Integration Works
The connection runs through a tool called the hh2 synchronization client — a lightweight Windows application installed on the server running your Sage 100 Contractor software. Once installed, it establishes a secure connection between Sage, the hh2 cloud service, and Procore. The sync runs continuously in the background using standard outbound web connections. No special firewall rules required. No inbound connections needed.
On the Procore side, your designated accounting approver — typically your bookkeeper — reviews and accepts or rejects data before it exports to Sage. This approval step is intentional. It gives the bookkeeper control over what actually hits the accounting system and creates a clear audit trail for every transaction.
What Syncs and What Does Not
This is where most contractors get surprised. The integration is powerful but it is not magic. Understanding the direction of each data type is essential before you connect anything.
Data Type | Direction | Notes |
Jobs / Projects | Both ways | Create in one system first, then sync |
Budgets | Export from Procore | Shell budget auto-created in Sage |
Cost Codes | Export from Procore | Auto-refreshed when new ones added |
Vendor Records | Both ways | Bookkeeper assigns ERP Vendor ID on export |
Subcontracts | Export from Procore | Creates subcontract in Sage 6-7-1 |
Purchase Orders | Export from Procore | Creates PO in Sage 6-6-1 |
Change Orders | Export from Procore | Also updates Sage budget amount |
Subcontractor Invoices | Export from Procore | Bookkeeper must accept before export |
Direct Costs / Job Costs | Import from Sage | Flows from Sage into Procore |
Retainage | Export from Procore | Appears in Retainage Held in Sage AP |
One important update: Procore now automatically includes budget line items with $0 values in budget exports, and cost codes are automatically refreshed when new ones are added — eliminating manual steps that previously tripped up the sync.
The Real-World Impact
One construction firm that implemented the Procore + Sage 100 integration reported saving each accounting team member approximately five hours per week by eliminating double entry. More importantly, their project managers gained the ability to view up-to-date job costs and profit margins at any point during the month — not just after the financial close. That is the difference between catching a cost overrun at 40% complete versus finding out at 95%.
For CCA clients specifically, this matters because accurate real-time job costs feed directly into WIP reporting, bonding capacity, and cash flow projections. When the numbers in Sage and Procore match, everything downstream — your surety submissions, your CPA year-end work, your monthly reviews — gets cleaner and faster. This is why accurate job costing and WIP reporting starts with having your systems properly connected.
What To Get Right Before You Connect
Here are the setup mistakes I see most often when contractors come to CCA after a failed integration attempt:
Cost code structure not mapped correctly
Procore and Sage need to speak the same cost code language. If your Sage cost codes are structured differently than Procore expects, job costs will not roll up correctly. We review your existing Sage setup and build the mapping before connecting anything.
No accounting approver assigned
This is the most common oversight. Without an accounting approver designated in Procore, data will queue up and never export. The approver also receives daily email digests of pending items — so this role needs to be an active, monitored inbox.
Jobs created in both systems simultaneously
Procore's integration requires a specific order of operations: create the job in one system first, then sync to the other. Creating a job in both systems at the same time creates duplicate records and breaks the link.
Assuming QuickBooks Online works the same as Desktop
The Procore integration supports QuickBooks Desktop, not QuickBooks Online. If your firm is on QBO and considering a move to Procore integration, that is a platform conversation we need to have before you commit.
If you are using Procore on your jobs and your books are in Sage 100 Contractor or QuickBooks, the integration is worth doing. But it needs to be set up right the first time. At CCA we review your current cost code structure, configure the hh2 sync client, assign the accounting approver, and walk your team through the workflow before we go live. Book a call with me and we will start with a review of your current setup.
Frequently Asked Questions
Does Procore integrate with Sage 100 Contractor?
Yes. Procore offers a direct native integration with Sage 100 Contractor using the hh2 synchronization client installed on your Sage server. Jobs, budgets, cost codes, subcontracts, and invoices sync in near real time between both systems.
What data syncs between Procore and Sage 100 Contractor?
Jobs, budgets, cost codes, vendors, subcontracts, purchase orders, change orders, subcontractor invoices, direct costs, and retainage. Some items are two-way; others are export-only from Procore or import-only from Sage. The order you create records in matters — always create a new job in one system first.
What is the hh2 sync client?
A lightweight Windows application installed on your Sage 100 Contractor server that maintains a secure, continuous connection between Sage, the hh2 cloud, and Procore. It runs in the background as a service and requires no special firewall rules.
What is an accounting approver in Procore?
A designated user — typically your bookkeeper — who accepts or rejects data before it exports from Procore to your accounting system. This role must be assigned correctly or data will not flow. The approver receives daily email digests of pending items awaiting review.
Does Procore integrate with QuickBooks?
Yes — Procore integrates with QuickBooks Desktop, eliminating double entry of job costs and vendor payments between both systems. Note: this integration is for QuickBooks Desktop, not QuickBooks Online.
Do we need to change our cost codes to use the integration?
It depends on your current Sage setup. At CCA we review your existing cost code structure before connecting anything and make sure the mapping is correct — so your job cost reports come out clean on both sides.
Comments