SAP Business One and Procore integration

What moves between them

Procore project costs flow into SAP Business One. When a new commitment or change order is created in Procore, ml-connector reads the associated project, cost codes, and budget allocations, and creates a corresponding purchase invoice or journal entry in SAP Business One, allocated to the matching profit center. Direct costs and payment applications from Procore sync to SAP Business One as journal entries in the GL. The integration polls Procore for new and updated commitments and costs on a schedule you control, typically daily or after each project cost close. No data flows back from SAP Business One to Procore.

How ml-connector handles it

ml-connector stores Procore client credentials and refreshes the OAuth 2.0 bearer token before each request, handling token expiry at 1.5 hours. On the SAP Business One side, it accepts the full Service Layer base URL per customer instance, logs in once per poll cycle and reuses the session for all data reads, and logs out cleanly at the end to avoid accumulating idle sessions. Cost codes from Procore are mapped to SAP Business One profit centers via a configuration table, and commitment amounts are rounded according to Procore's precision rules before posting to GL. Procore company_id and project_id are required on every call; ml-connector validates them before querying. SAP Business One's 30-minute session timeout is handled by detecting error -5002 and re-authenticating, and all records carry the source Procore commitment or cost code ID so duplicates can be detected on retry. Rate limits are respected on both sides with exponential backoff.

A real-world example

A mid-sized construction contractor runs Procore for 20 active projects across multiple offices, tracking costs, vendor commitments, and change orders, while SAP Business One serves as the official GL and financial record. Before integration, the finance team extracted Procore commitment and cost reports at month-end, manually created purchase invoices and expense journals in SAP Business One, and reconciled project costs against GL totals, a process that took 3-4 days and introduced errors when change orders arrived mid-month. With SAP Business One and Procore connected, commitments and direct costs sync automatically to GL every day, mapped to the correct profit centers by project, so the finance team has a current project-to-GL reconciliation view and month-end close is compressed to a final GL review instead of a multi-day manual rework.

What you can do

• •Sync Procore commitments and change orders into SAP Business One as purchase invoices and journal entries, allocated to the correct profit centers.
• •Map Procore cost codes and projects to SAP Business One profit centers and GL accounts so project costs land on valid ledger dimensions.
• •Handle Procore OAuth 2.0 token refresh and SAP Business One session timeout recovery, reusing sessions to avoid cold-start delays.
• •Poll Procore and SAP Business One on a schedule you control, with duplicate detection via source commitment ID and full error replay on failure.
• •Validate Procore company_id and project_id on every call and detect rounding or precision mismatches between the two systems before posting GL entries.

Questions

Which direction does data move between Procore and SAP Business One?

Data flows from Procore into SAP Business One. Project costs, commitments, change orders, and direct costs are read from Procore and posted to SAP Business One as purchase invoices or journal entries, allocated to the matching profit center. SAP Business One is read-only from this perspective; no financial data is written back to Procore.

How does the integration handle Procore's company_id and project_id requirements and SAP's Service Layer URL?

ml-connector stores the customer's Procore company_id and SAP Business One Service Layer base URL in per-customer configuration. Every Procore request includes both company_id and project_id to scope the query; SAP Business One is accessed via the full base URL provided, since there is no global endpoint. Validation ensures both IDs are present and match configured values before any API call.

What happens if Procore's OAuth token expires or SAP Business One's session times out mid-sync?

Procore tokens expire every 1.5 hours and are automatically refreshed before each request. SAP Business One sessions expire after 30 minutes of inactivity; ml-connector detects error -5002 and re-authenticates cleanly. All records carry the source Procore commitment ID, so if a downstream GL post fails, the record can be replayed without creating duplicates.