Free tool · IT
Integration mapping workbook
An Excel workbook for scoping construction integrations: every flow, every field, every cost code, and the checks that prove it works. Built from the discovery and mapping we run on Procore, Vista, Spectrum, Sage, QuickBooks and CRM projects. No email required.
Download the Excel workbook.xlsx · 7 tabs · dropdowns, conditional formatting and frozen headers throughout
What's inside
| Source field (CRM) | Target field (Procore) | Transform / rule | Required? |
|---|---|---|---|
| CRM opportunity / deal → Procore project | |||
| Deal or opportunity ID | Custom project field (“CRM Deal ID”) | Written once, never edited | Yes |
| Project number (custom property) | Project number | One company-wide format | Yes |
| Associated company | Customer / owner company | Look up first; name match only as a suggestion | Yes |
| Amount | (not mapped) reference only | Contract value comes from the prime contract | No |
| Pipeline stage, probability | (not synced) | Pursuit data stays in the CRM | No |
An excerpt of the Field mapping tab. Example rows are typical starting points; confirm each one against your own configuration.
How to use
The five steps below, the legend, and what each tab is for.
Discovery checklist
36 questions in eight groups, from process and data ownership to volumes, security and rollout. Status dropdowns and a progress count.
Integration inventory
One row per flow: source, target, trigger, direction, write scope, frequency, system of record, owners and error handling.
Field mapping
Example maps for CRM deal → Procore project, ERP jobs and cost structure, vendors, commitments, change orders, AP invoices and budgets.
Cost code crosswalk
Source code and cost type → target phase or cost code, with mapping type, approval, duplicate highlighting and a live coverage count.
Go-live checklist
Testing, initial load, reconciliation, cutover and rollback, monitoring and ownership: 27 items, each with why it matters.
Who it's for
- Controllers and project accounting who own the job, cost code and vendor records an integration writes to.
- Operations and project admins setting up projects in Procore and tired of keying the same job into three systems.
- IT and integration owners scoping a connector, an iPaaS flow or custom code, and needing the decisions written down first.
It is most useful before you buy a connector or start a build: the same sentence, “connect our ERP to Procore”, can mean a nightly one-way job push or a two-way commitment sync with approvals. Those are different projects.
How to use it in five steps
Step 1
Run discovery
Work through the discovery checklist at kickoff. Each check gets a written answer, an owner and a date before anything is built.
Step 2
List the flows
Split “connect the ERP to Procore” into flows of one object in one direction, each with a trigger, a write scope and a system of record.
Step 3
Map the fields
Agree source field, target field, transform, required and validation rule with sales, operations and accounting. Mark each row Confirmed.
Step 4
Build the crosswalk
Map every cost code and cost type, or mark it an open question for the controller. Never invent a code to make a write succeed.
Step 5
Prove it before go-live
Test bad data and retries in a sandbox, load existing records, reconcile a real period against ERP reports, and agree how to roll back.
Related resources
- Integration discovery questions for contractorsThe full guide behind the discovery tab.
- Source mapping example: Procore, accounting and CRMMatch rules, a worked crosswalk and old-to-new cost codes.
- CRM to Procore integration guideDeal-won to project setup, step by step.
- Anatomy of a construction integration flowTriggers, write scope, naming and remediation.
- Viewpoint Vista API integration guideEnterprise scoping, async writes and master data.
- Spectrum ERP integration guideAuthorization IDs, Data Exchange and validation errors.
Once the workbook is filled in, the Integration Sprint builds a defined set of flows at a fixed scope and price. For the reporting side, see the reporting readiness checklist and the cost code crosswalk use case.
Frequently asked questions
What is an integration mapping document?
It records, for each flow between two systems, which records move, in which direction, how often, which system owns each field, how records are matched, what the integration may create, update or delete, and who fixes failures. This workbook puts those decisions in one place so sales, operations, accounting and whoever builds the integration agree before anything is built.
Are the Procore, Vista and Spectrum field names exact?
No. They are typical starting points drawn from our integration guides, marked “Example - confirm”. Field names and available fields vary by system version and by how your company configured it, so confirm each row against your own system and its current API documentation before building.
Which ERPs does it cover?
The examples use Viewpoint Vista and Trimble Spectrum most, with notes for Sage and QuickBooks Online where they differ. The structure works for any pair of systems: edit the Lists tab to add yours.
Why is there a separate cost code crosswalk?
Because cost codes are where most construction integrations fail. Commitments, change orders, invoices and budgets all carry a cost code and cost type, and if the target system does not recognize one the write fails or lands in the wrong bucket. The crosswalk makes every mapping explicit and approved, and leaves unmapped codes as visible open questions.
Do I need to give an email address to download it?
No. The download is free and ungated. Use it, change it, share it.
Next step
Want us to fill this in with you?
Book a 30-minute call. We'll walk through your systems, the flows you need, and where the mapping is likely to get hard.
Prefer email? charley@buildflows.ai