Epicor Kinetic and Procore integration

What moves between them

The main flow runs from Epicor Kinetic into Procore on a configurable schedule, typically aligned with your procurement cycle. ml-connector polls Epicor for vendors, purchase orders, and AP invoices changed since the last sync using OData date filters. Vendors are synced into Procore's vendor registry, purchase orders become Procore purchase order contracts, and AP invoice details map to Procore direct costs and cost codes. The GL account from each Epicor invoice line item maps to a matching cost code in Procore so project cost tracking stays aligned with the general ledger. Procore's API does not expose webhooks for inbound changes, so updates flow one direction only: Epicor into Procore.

How ml-connector handles it

ml-connector maintains separate OAuth2 credential sets for Epicor and Procore and handles the distinct token endpoint URLs and expiry windows: Epicor tokens last approximately one hour while Procore tokens expire after 90 minutes. On the Epicor side, ml-connector constructs OData queries with $filter and date fields to detect changes since the last run, then retrieves the full vendor, purchase order, and AP invoice records with all line item detail. For purchase orders that include delivery schedules or line item GL account assignments, ml-connector normalizes the hierarchical structure into Procore's flat cost code and budget item model. Vendors sync first to ensure all referenced vendor records exist in Procore before purchase orders are created. When syncing AP invoices, ml-connector maps the Epicor GL account code on each invoice line to a Procore cost code; if no matching cost code exists, the record fails with a clear audit message so the cost mapping can be corrected. Because Epicor has no idempotency-key header support, ml-connector tracks Epicor source record IDs and detects duplicates by checking whether a Procore record with that vendor ID and PO number already exists. If it does, ml-connector updates the existing record rather than creating a duplicate. Retries use exponential backoff when Procore returns 429 or Epicor calls timeout. Every record carries a full audit trail showing the source Epicor ID, the mapped fields, and any validation errors.

A real-world example

A regional construction company uses Epicor Kinetic for procurement and accounting across five operating divisions, and Procore for project cost tracking and field management across 40+ active construction projects. Before the integration, the construction finance team received purchase order reports from Epicor each week and manually entered them into Procore as commitments, a process that took 4 hours and often introduced transcription errors. Project managers in Procore could not see which vendors came from which corporate contracts, and month-end reconciliation required exporting both systems and manually matching PO numbers. With Epicor and Procore connected, new vendors and purchase orders flow into Procore automatically, tagged with their Epicor GL account so project costs roll up to the right ledger accounts, and project managers see the real vendor data without waiting for manual entry. The weekly data entry task is gone, and month-end close now starts with commitment data already reconciled.

What you can do

• •Sync vendors from Epicor Kinetic into Procore so all procurement sources are visible in your project cost tracking.
• •Move purchase orders from Epicor into Procore as purchase order contracts, maintaining the vendor relationship and line item detail.
• •Map Epicor GL account codes on invoice line items to Procore cost codes so project financials align with your general ledger.
• •Detect changes in Epicor using OData date filters and sync only modified records, reducing API call volume and sync time.
• •Maintain a complete audit trail of every record synced, including source ID, field mappings, and validation errors for easy troubleshooting.

Questions

What records move from Epicor Kinetic to Procore?

Vendors, purchase orders, and AP invoices flow from Epicor into Procore as vendors, purchase order contracts, and direct costs. Epicor GL account codes on each invoice line map to Procore cost codes so project costs post to the correct ledger accounts. Data moves on a schedule you configure, typically weekly or bi-weekly aligned with your procurement cycle.

How does the integration handle the different token expiry times between Epicor and Procore?

ml-connector maintains separate OAuth2 credential sets and handles each system's token expiry independently. Epicor tokens last roughly one hour while Procore tokens expire after 90 minutes. ml-connector automatically refreshes each token when a call returns 401, so token expiry never causes outages.

What happens if an Epicor GL account does not match any Procore cost code?

ml-connector validates the GL account mapping before syncing. If no matching cost code exists in Procore, the record fails with a clear audit message showing which GL account could not be mapped. This prompts the cost code mapping to be corrected before the record is retried, ensuring project costs land on valid ledger accounts.