Sage 300 and Procore integration

What moves between them

Vendor master data flows from Sage 300 to Procore on a scheduled poll. When a new vendor is created in Sage 300, ml-connector reads the APVendors endpoint, maps the vendor record, and creates or updates the vendor in Procore. Purchase order data follows the same pattern: Sage 300 POPurchaseOrders are read, filtered by document date, and synced to Procore as requisitions or direct cost records. The data moves one direction only; Procore is not written back to Sage 300.

How ml-connector handles it

ml-connector stores Sage 300 credentials encrypted and presents them in the HTTP Authorization header in base64-encoded uppercase form on every request to the Sage 300 API, which runs on the customer's own IIS server at a custom hostname. On the Procore side it obtains an OAuth 2.0 token from the login endpoint, stores it encrypted, and refreshes it when any call returns 401. Because Sage 300 is pull-only and has no webhooks, ml-connector polls the APVendors and POPurchaseOrders endpoints on a schedule you choose, filtering by document date to capture only new and changed records. It maps Sage 300 APVendors to Procore Vendors and POPurchaseOrders line items to Procore Requisitions and Direct Costs, allocating them to the correct project and cost code. Vendor names and PO numbers are tracked to prevent duplicate imports on repeat syncs. Retries use exponential backoff when rate limits are hit, and every record carries a full audit trail.

A real-world example

A regional construction contractor with 15 active projects uses Sage 300 for accounts payable and vendor master data, and Procore to track project budgets, commitments, and costs. Before the integration, the accounting team updated a vendor spreadsheet in Sage 300 each week, and someone on the project controls team manually entered major vendors into Procore so project managers could create purchase orders and track them against budget. Duplicate vendor entries created confusion, invoices arrived from vendors not listed in Procore, and PO changes in Sage 300 were never reflected in project records. With Sage 300 and Procore connected, new vendors appear in Procore within minutes of being added to Sage 300, and major purchase orders flow into the system so project managers see real commitments against their budget from day one.

What you can do

• •Sync vendors from Sage 300 to Procore on a schedule, creating new vendor records or updating existing matches by name.
• •Map Sage 300 purchase order line items to Procore requisitions and direct costs, allocating them to the correct project and cost code.
• •Authenticate Sage 300 with HTTP Basic Auth over a customer-hosted IIS server, and Procore with OAuth 2.0 client credentials with automatic token refresh.
• •Poll Sage 300 on your chosen schedule and filter by document date so only new and changed records are synced on each run.
• •Track synced records to prevent duplicates and maintain a full audit trail of every vendor and purchase order import.

Questions

How does ml-connector authenticate to both systems when they use completely different credential types?

ml-connector stores both credential sets encrypted in its database. For Sage 300, it encodes the username and password in base64 form and adds them to the Authorization header as HTTP Basic Auth. For Procore, it uses the client credentials to request an OAuth 2.0 bearer token, refreshes it when a call returns 401, and presents it in the Authorization header. Each system sees only the auth format it expects.

Does this integration support real-time sync or does it only work on a schedule?

ml-connector polls Sage 300 on a schedule you choose because Sage 300 has no webhook system. Procore supports webhooks, but since the main data source is Sage 300, the sync cadence is driven by the polling schedule. You can choose to run polls as frequently as every 15 minutes, or as infrequently as once per day, depending on how fresh your vendor and PO data needs to be.

What if a vendor exists in both Sage 300 and Procore with slightly different names?

ml-connector tracks which Sage 300 vendor records have already been imported into Procore so it does not create duplicates on repeat runs. When a new vendor appears in Sage 300, ml-connector checks Procore for an existing match by name; if no match is found, it creates a new vendor record. You can manually link existing Procore vendors to Sage 300 records if the names do not match exactly, and ml-connector will respect those mappings on future syncs.