{"id":5231,"date":"2026-03-13T01:47:01","date_gmt":"2026-03-12T15:17:01","guid":{"rendered":"https:\/\/help.interfy.com.au\/?post_type=ht_kb&p=5231"},"modified":"2026-03-13T01:47:01","modified_gmt":"2026-03-12T15:17:01","slug":"how-to-create-a-direct-cost-in-procore-and-sync-to-xero","status":"publish","type":"ht_kb","link":"https:\/\/help.interfy.com.au\/index.php\/knowledge-base\/how-to-create-a-direct-cost-in-procore-and-sync-to-xero\/","title":{"rendered":"How to Create a Direct Cost in Procore and Sync to Xero"},"content":{"rendered":"\n

Overview<\/h2>\n\n\n\n

Direct Costs are expenses incurred on a project that are outside of Commitments (such as Purchase Orders or Subcontract Work Orders). These are typically low-value purchases such as materials bought from suppliers like Bunnings.<\/p>\n\n\n\n

The workflow begins in Procore where the Direct Cost is created within a project. Once the Direct Cost is approved, the integration will automatically create a draft bill in Xero. After the bill is paid or reconciled in Xero, the paid date is synced back to Procore and applied to the Direct Cost.<\/p>\n\n\n\n

Prerequisite<\/h2>\n\n\n\n

Before creating a Direct Cost, ensure that Procore Direct Cost <\/strong>transaction type is enabled for the required project.<\/p>\n\n\n\n

To verify project mapping in OneCore:<\/h3>\n\n\n\n
    \n
  1. Navigate to Projects<\/strong><\/li>\n\n\n\n
  2. Select Project Mapping<\/strong><\/li>\n\n\n\n
  3. Enable Procore Direct Cost<\/strong><\/li>\n<\/ol>\n\n\n\n
    \"\"<\/figure>\n\n\n\n

    <\/p>\n\n\n\n

    Steps to Create a Direct Cost in Procore<\/h2>\n\n\n\n

    Step 1: Navigate to the Project<\/h3>\n\n\n\n
      \n
    1. Log in to Procore.<\/li>\n\n\n\n
    2. Open the required Project<\/strong>.<\/li>\n\n\n\n
    3. Navigate to the Financial Management<\/strong> tools.<\/li>\n\n\n\n
    4. Select Direct Costs<\/strong>.<\/li>\n<\/ol>\n\n\n\n
      \"\"<\/figure>\n\n\n\n

      Step 2: Create the Direct Cost<\/h3>\n\n\n\n
        \n
      1. Click Create Direct Cost<\/strong>.<\/li>\n<\/ol>\n\n\n\n
        \"\"<\/figure>\n\n\n\n
          \n
        1. Select Invoice<\/strong> as the Direct Cost type.<\/li>\n<\/ol>\n\n\n\n
          \"\"<\/figure>\n\n\n\n

          Note:<\/strong><\/p>\n\n\n\n

            \n
          • Only Invoice<\/strong> type is supported for Procore to Xero Direct Cost integration.<\/li>\n\n\n\n
          • Expense<\/strong> and Payroll<\/strong> types are not supported for syncing.<\/li>\n<\/ul>\n\n\n\n

            <\/p>\n\n\n\n

            Step 3: Enter Required Information<\/h3>\n\n\n\n

            Enter all required fields such as:<\/p>\n\n\n\n

              \n
            • Date<\/li>\n\n\n\n
            • Vendor<\/li>\n\n\n\n
            • Invoice number<\/li>\n\n\n\n
            • Cost code<\/li>\n\n\n\n
            • Amount<\/li>\n\n\n\n
            • Supporting attachments (if required)<\/li>\n<\/ul>\n\n\n\n
              \"\"<\/figure>\n\n\n\n

              Step 4: Approve the Direct Cost<\/h3>\n\n\n\n
                \n
              1. Review the Direct Cost details.<\/li>\n\n\n\n
              2. Approve the transaction.<\/li>\n<\/ol>\n\n\n\n

                Once approved:<\/p>\n\n\n\n

                  \n
                • The Direct Cost will automatically sync to Xero.<\/li>\n\n\n\n
                • A draft bill<\/strong> will be created in Xero.<\/li>\n<\/ul>\n\n\n\n
                  \"\"<\/figure>\n\n\n\n
                    \n
                  • Once the bill is paid in Xero, the paid date is synced back to Procore. Note that the Direct Cost will also become ERP linked.<\/li>\n<\/ul>\n\n\n\n
                    \"\"<\/figure>\n\n\n\n

                    <\/p>\n","protected":false},"excerpt":{"rendered":"

                    Overview Direct Costs are expenses incurred on a project that are outside of Commitments (such as Purchase Orders or Subcontract Work Orders). These are typically low-value purchases such as materials bought from suppliers like Bunnings. The workflow begins in Procore where the Direct Cost is created within a project. Once…<\/p>\n","protected":false},"author":14,"comment_status":"closed","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[41],"ht-kb-tag":[142,144,143],"class_list":["post-5231","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-transactions-direct-costs-xero","ht_kb_tag-direct-cost","ht_kb_tag-procore-direct-cost","ht_kb_tag-xero-direct-cost"],"_links":{"self":[{"href":"https:\/\/help.interfy.com.au\/index.php\/wp-json\/wp\/v2\/ht-kb\/5231","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.interfy.com.au\/index.php\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/help.interfy.com.au\/index.php\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/help.interfy.com.au\/index.php\/wp-json\/wp\/v2\/users\/14"}],"replies":[{"embeddable":true,"href":"https:\/\/help.interfy.com.au\/index.php\/wp-json\/wp\/v2\/comments?post=5231"}],"version-history":[{"count":1,"href":"https:\/\/help.interfy.com.au\/index.php\/wp-json\/wp\/v2\/ht-kb\/5231\/revisions"}],"predecessor-version":[{"id":5242,"href":"https:\/\/help.interfy.com.au\/index.php\/wp-json\/wp\/v2\/ht-kb\/5231\/revisions\/5242"}],"wp:attachment":[{"href":"https:\/\/help.interfy.com.au\/index.php\/wp-json\/wp\/v2\/media?parent=5231"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/help.interfy.com.au\/index.php\/wp-json\/wp\/v2\/ht-kb-category?post=5231"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/help.interfy.com.au\/index.php\/wp-json\/wp\/v2\/ht-kb-tag?post=5231"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}