Acumatica and Procore integration

What moves between them

The main flow runs from Procore into Acumatica. ml-connector reads approved requisitions and direct costs from each Procore project and posts them into Acumatica as AP bills, with line items coded to the matching Acumatica GL accounts. Procore commitments and change orders are reconciled against Acumatica purchase orders so committed cost stays consistent. Vendor records and the Procore cost code list are aligned with Acumatica vendors and accounts in both directions so every posting references dimensions that already exist on each side. AP payment status can be read back from Acumatica into Procore so the field team can see which subcontractor invoices have been paid.

How ml-connector handles it

ml-connector stores both credential sets encrypted and presents the right token on each request: a Procore client-credentials bearer token that it refreshes before the 5400-second expiry, and an Acumatica OAuth token whose client ID carries the company name. It accepts the full Acumatica instance URL and endpoint version per customer, since the version in the path must match the ERP release or the call returns a 404, and it wraps all Acumatica field values in the required value objects. Because Procore data is project-scoped and the company ID is required on almost every call, ml-connector enumerates active projects and walks each one. Neither side signs its webhook payloads, so it verifies the shared-secret header on inbound events and treats webhooks as triggers while running scheduled reconciliation polls on last-modified timestamps to catch anything a webhook missed. Cost codes and vendors are mapped first so each AP bill posts to a valid Acumatica account. Both APIs return HTTP 429 when rate limited, so ml-connector backs off and retries, and every record carries a full audit trail and can be replayed if a downstream call fails.

A real-world example

A general contractor with roughly 200 staff runs Acumatica for accounting and accounts payable and Procore for project management across a dozen active jobsites. Before the integration, project accountants exported approved subcontractor invoices from Procore each week and re-entered them into Acumatica as AP bills by hand, matching cost codes to GL accounts one line at a time and reconciling commitments against purchase orders during month-end. With Acumatica and Procore connected, each approved requisition and direct cost flows into Acumatica as a coded AP bill automatically, vendors and cost codes stay aligned, and payment status flows back so the field team sees what has been paid. The weekly re-keying disappears and month-end close starts with project costs already in the ledger.

What you can do

• •Post approved Procore subcontractor invoices and direct costs into Acumatica as AP bills coded to the correct GL accounts.
• •Reconcile Procore commitments and change orders against Acumatica purchase orders so committed cost stays consistent.
• •Keep vendors and cost codes aligned between Procore and Acumatica in both directions.
• •Read AP payment status back from Acumatica into Procore so the field team sees paid subcontractor invoices.
• •Authenticate Procore with client-credentials tokens and Acumatica with its tenant OAuth login, with retries and a full audit trail on every record.

Questions

Which direction does data move between Acumatica and Procore?

The main flow is Procore into Acumatica. Approved subcontractor invoices and direct costs move from Procore into Acumatica as AP bills, while vendors and cost codes are aligned in both directions. AP payment status can also flow back from Acumatica into Procore so the field team can see which invoices have been paid.

How does the integration handle Acumatica's version-locked endpoints?

Acumatica embeds an endpoint version in every API path that must exactly match the customer's running ERP release, or the call returns a 404. ml-connector accepts the full instance URL and endpoint version per customer and stores them in configuration, so the connector targets the correct version instead of a hardcoded one.

Does this connection rely on webhooks or polling?

It uses both. Neither Acumatica nor Procore signs its webhook payloads, so ml-connector verifies the shared-secret header on inbound events and treats them as triggers. Because Procore does not publish a webhook retry schedule and Acumatica push notifications are not guaranteed, it also runs scheduled reconciliation polls on last-modified timestamps to catch any missed records.