SAP S/4HANA and Procore integration

What moves between them

The main flow runs from SAP into Procore. ml-connector reads SAP suppliers and maps them to Procore vendors, reads SAP purchase orders and maps them to Procore purchase order contracts, and syncs project costs and GL account data into Procore budget line items and cost codes. The direction is unidirectional from SAP; Procore cost and budget changes are read for validation but not written back to SAP. Syncs run on a fixed schedule, typically daily or per payroll cycle, depending on how often project costs change in SAP.

How ml-connector handles it

ml-connector caches and refreshes OAuth2 tokens on both sides, storing the SAP tenant URL and Communication System details per customer. On the SAP side, it queries purchase orders and suppliers with a LastChangeDateTime filter to detect changes, and on the Procore side it polls for existing vendors and budget line items to detect duplicates. SAP GL accounts and cost centers are mapped to Procore cost codes using a lookup table you configure; vendor names are matched on exact string equality to prevent duplicates. Requisition headers and line items in SAP are split into Procore requisition records with individual cost allocations. Procore requires company_id and project_id on every vendor and budget endpoint, so ml-connector maintains a project roster per customer and posts budget changes to each active project. SAP tokens are typically valid for 12 hours, while Procore tokens expire in 1.5 hours, so ml-connector tracks each expiry separately and refreshes before making a request if needed.

A real-world example

A mid-sized construction contractor runs SAP S/4HANA for company-wide procurement and general ledger and uses Procore for project-level cost tracking and budget management across 15 active projects. Before integration, the finance team exported purchase orders from SAP weekly and manually created purchase order contracts in Procore for each project, cross-referencing cost codes and budget lines. Project managers had to chase Procore requisitions to confirm they matched SAP purchase requisitions and cost allocations, leading to duplicate orders and budget overruns discovered late in project closeout. With SAP and Procore connected, new purchase orders in SAP automatically create contracts in Procore mapped to the correct projects and cost codes, requisitions sync their allocations, and project budgets stay in lockstep with SAP supplier commitments. Month-end reconciliation shifts from a manual spreadsheet join to automated exception reports on records that fail to sync.

What you can do

• •Read SAP purchase orders, purchase requisitions, and supplier data, then map and create or update them as vendors and contracts in Procore.
• •Map SAP GL accounts and cost centers to Procore cost codes so project costs land on the correct budget lines.
• •Sync supplier names, addresses, payment terms, and contact details from SAP suppliers to Procore vendors, preventing duplicates through exact-match lookups.
• •Authenticate SAP with OAuth2 Client Credentials per Communication Arrangement and Procore with a Developer Managed Service Account, with automatic token refresh on both sides.
• •Deliver a full audit trail for every supplier, purchase order, requisition, and cost allocation record synced from SAP to Procore, with replay capability on failure.

Questions

Which direction does data move between SAP S/4HANA and Procore?

The primary flow is SAP into Procore. Purchase orders, suppliers, requisitions, and project costs move from SAP into Procore and are mapped to vendors, contracts, and budget line items. Procore cost and budget data is read for validation and duplicate detection, but changes are not written back to SAP.

How does ml-connector handle the different OAuth2 token lifetimes between SAP and Procore?

ml-connector caches and tracks token expiry for both systems separately. SAP tokens typically live 12 hours, while Procore tokens expire every 1.5 hours. ml-connector refreshes each token before making a request if expiry is approaching, and gracefully retries with a fresh token if a call returns 401.

How are SAP GL accounts and cost centers matched to Procore cost codes and projects?

You configure a lookup table mapping SAP GL account and cost center combinations to Procore cost codes. ml-connector uses this table to allocate each purchase order line item to the correct cost code, and maintains a project roster per customer to ensure budget and requisition records post to active projects only.