Workday Financial Management and Procore integration

What moves between them

The integration flows from Workday into Procore. Workday suppliers are synced as Procore vendors, Workday purchase orders become Procore commitment contracts, and Workday invoices flow into Procore as payment applications and direct cost records. Budget worktags in Workday map to cost codes in Procore so project allocations land on the correct budget lines. The sync runs on a configurable schedule tied to your invoice processing and commitment approval cycles, typically every 30 to 60 minutes for transactional data.

How ml-connector handles it

ml-connector stores Workday OAuth2 refresh tokens and SOAP credentials encrypted, handling token refresh when calls return 401. It queries Workday suppliers, purchase orders, and invoices using date-range filters to retrieve changes since the last poll, then transforms Workday supplier names and invoice amounts into Procore vendor records and payment applications. Because Procore requires company ID and project ID on most calls, ml-connector maintains a mapping of Workday cost centers or worktags to Procore project IDs per customer, ensuring invoices land on the correct budget. Procore's OAuth2 tokens expire every 1.5 hours, so ml-connector refreshes credentials before each request cycle and tracks token age to prevent mid-request failures. Every supplier and invoice carries a full audit trail, and records can be replayed if a downstream Procore call fails.

A real-world example

A mid-sized commercial construction firm runs Workday Financial Management for enterprise procurement and GL accounting, and uses Procore to track project costs, budgets, and commitments across 15 active job sites. Before the integration, the finance team exported approved supplier lists and purchase orders from Workday weekly, then manually uploaded them into Procore as vendors and commitment line items, creating a 3 to 5 day lag between procurement approval and project visibility. Invoice totals had to be re-entered by hand to reconcile project actuals with enterprise commitments. With Workday Financial Management and Procore connected, suppliers and POs sync automatically every hour, project managers see approved commitments within minutes of procurement sign-off, and invoice data flows to project budgets without manual re-keying.

What you can do

• •Sync Workday suppliers into Procore as vendors, keeping procurement source of truth aligned with project visibility.
• •Push Workday purchase orders into Procore as commitment contracts, with automatic mapping to project cost codes.
• •Stream Workday invoices into Procore as payment applications and direct cost records, allocated to project budgets.
• •Authenticate Workday with OAuth2 refresh tokens or SOAP integration system user credentials, and Procore with OAuth2 client credentials.
• •Poll on a schedule tied to your invoice and commitment cycles, with retries, audit trail, and replay on every record.

Questions

Which direction does data move between Workday Financial Management and Procore?

The main flow is from Workday Financial Management into Procore. Suppliers, purchase orders, and invoices move from Workday into Procore as vendors, commitment contracts, and payment applications. Procore is the system of record for project costs and budgets, so ml-connector does not write data back into Workday.

How does ml-connector map Workday cost centers to Procore projects?

Workday worktags and cost centers are mapped to Procore project IDs and cost codes during setup, configured per customer. When an invoice is synced, ml-connector uses this mapping to assign the invoice to the correct Procore project and budget line item, so project actuals stay aligned with approved commitments.

How often does the integration sync data, and what happens if Procore is temporarily unavailable?

The sync runs on a configurable schedule, typically every 30 to 60 minutes, tied to your invoice processing and commitment approval cycles. If a Procore API call fails, ml-connector logs the error with full details and retries on the next cycle, so no records are lost if the system is briefly unavailable.