SmoothAssist - Procore & Xero Overview

Use SmoothAssist to check the syncing status of your project invoices

Procore & Xero Overview

The Smoothlink – SmoothAssist has been designed to enhance Xero capabilities and let you see in real-time the syncing status of any invoice or bill in both Procore & Xero. This also allows you to reconcile accounting transactions such as Spend Money, Manual Journal and Credit Notes.

To install and login to SmoothAssist see: SmoothAssist - Getting Started

ERP Synced Features

When logged into SmoothAssist an ERP Synced column will be visible in Procore and Xero.

SmoothAssist will allow you to confirm if Invoices/Claims/Bills have synced successfully. You can also re-sync invoices if required.

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ERP Synced Features

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  • Green Tick - The Invoice/Bill has been synced and present in both systems
  • Red Cross - The Invoice/Bill is currently not synced with the other system
  • Refresh Icon - Click the Refresh icon to push the Invoice/Bill to the other system (only available when not synced)
  • Lock/Unlock - Lock a Direct Cost/Invoice in Procore preventing edits going forward. You can unlock a Direct Cost/Invoice if an edit is required.
  • View Arrow - Open the Invoice/Bill in the respective system

Procore Financial Management Tools

SmoothAssist can be used when viewing the following in Procore:

  • Invoicing/Progress Claiming
    • Owner (Head Contacts/Prime Contact/Main Contract)
    • Subcontractor (Commitments/Requisitions)
  • Direct Costs

Procore Invoicing/Progress Claiming

1. Go to Project Tools menu

2. Select Invoicing/Progress Claiming under Financial Management tools

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3. Select Owner or Subcontractor menu

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TIP: Use the Add Group filter to sort by Invoice/Claim Status.

This will allow you to easily view "Approved" invoices.

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Procore Direct Costs

1. Go to Project Tools menu

2. Select Direct Costs under Financial Management tools

Xero Business & Accounting Tools

SmoothAssist can be used when viewing the following in Xero:

  • Business Tools
    • Invoices
    • Bills to pay
  • Accounting Tools
    • Account Transactions

NOTE: If the ERP Synced column is not visible in Xero, simply refresh the web browser.

Xero Business Invoices & Bills

1. Go to the Business menu

2. Select Invoices or Bills to Pay

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Bills to Pay

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Xero Accounting 

1. Go to the Accounting menu

2. Select Account Transactions

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3. Apply Accounts, Date Range and click Update

NOTE: Click the Hide/Show Synced button to hide or display already synced transactions.

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