Field service to finance integration
We key jobs from simPRO, Uptick or AroFlo into Pronto, Xero or MYOB by hand. How do we stop the double entry?
Last updated
Stopping double entry between field service and finance systems starts with the connector your field service vendor already supports, such as Uptick to Xero or AroFlo to MYOB. Where no standard connector is published, as with simPRO to Pronto Xi, build an API integration. Add AI only for unstructured inputs such as emailed purchase orders and work orders.
How to stop the double entry
List every rekeyed document
For two weeks, log what admin staff retype: invoices, purchase orders, supplier bills, credit notes, timesheets and job costs. Volume and error rate per document decide the order of work.
Check the vendor connector first
Read the field service vendor's help pages for what syncs, in which direction and what does not. Many teams use only part of a connector they already pay for.
Fix master data
Agree one numbering scheme for customers, sites, items and jobs, and which system owns each. Most failed syncs come from mismatched codes, not broken software.
Build the gaps
Where the connector stops, use the vendor APIs through an integration layer in your cloud in Australia, with logging, retries and alerts.
Add AI for unstructured inputs
Use AI only where a person reads a document in order to key it, such as a customer purchase order or a head contractor work order.
Reconcile daily
A daily exception report lists jobs, invoices and costs that did not post, so finance stops checking every job by hand.
Common system pairings and their limits
| Pairing | Usual route | Known limits to check |
|---|---|---|
| Uptick to Xero | Uptick's app on the Xero App Store. The listing shows accounts, contacts, credit notes, invoices, items, purchase orders and receipts shared in both directions. | Supplier bills are not on the listing's data list. Confirm with Uptick how bills and job costs reach Xero. |
| simPRO to Pronto Xi | No standard connector found in simPRO or Pronto published material at November 2026. A custom build on the simPRO API and Pronto Connect APIs or Pronto Xi Sync. | Agree which system owns customers, sites and stock. Pronto changes usually involve your Pronto partner. |
| AroFlo to MYOB | AroFlo's own MYOB integration. It sends clients, suppliers, finalised purchase orders, completed invoices and timesheets, and brings back account codes and payments. | AroFlo help notes payment import retrieves seven days of records at a time and cost of goods records cannot be previewed in AroFlo. Support differs by MYOB product. |
| simPRO to Business Central | A partner-built connector on the simPRO Marketplace (ERP365), or a custom build on both APIs. | The listing covers customers, items, units of measure, stock on hand, sales invoices, credit notes and cash receipts. Check purchase orders and job costing with the partner. |
Where AI helps and where plain integration is enough
Structured job data
Invoices, timesheets and purchase orders raised inside the field service system move by plain integration. No AI needed.
Emailed customer purchase orders
PDFs arrive in many layouts. AI reads the lines and matches them to a job or quote, and a person approves exceptions.
Work orders from head contractors and facilities managers
AI reads the site, scope and priority from portal emails or PDFs and creates a draft job for a coordinator to confirm.
Supplier invoices against job purchase orders
AI reads the invoice, the integration matches it to the purchase order, and finance approves any variance.
Mismatched customer names
AI can suggest matches between records in both systems for a one-off cleanup. A person confirms each match.
Australian specifics
Tax codes are where most field service to finance integrations go wrong. Every item and labour rate in the field system needs a mapped GST code in the ERP, including GST-free and input-taxed items, or BAS figures drift. Organisations with New Zealand entities need separate NZ GST codes and usually a separate company file or entity in the ERP.
Peppol e-invoicing helps with supplier invoices from larger suppliers, but it does not move job, timesheet or job cost data, so integration is still needed. Running the integration layer in your cloud in Australia keeps customer, site and pricing data onshore, which simplifies Privacy Act conversations with larger customers.
Limits and when not to use AI
The connector already covers it
Turn it on and configure it properly before building anything custom.
Structured data
Do not use AI to move data that is already structured. Rules are cheaper, faster and easier to audit.
Poor master data
An integration copies bad codes faster. Clean customers, sites and items first.
ERP change coming
If you are leaving an ERP within the year, build the integration layer so the ERP end can be swapped later.
Vendor terms
API access, rate limits and connector fees vary by plan and change over time. Check current terms with each vendor.
Who should own it
Application manager
Owns the integration, its monitoring and the vendor relationships.
Finance systems lead
Owns the chart of accounts, tax code mapping and the daily exception report.
Operations manager
Owns job, site and item data standards in the field service system.
IT lead
Owns security, API credentials and where the integration runs.
Related work
- System integrationERP, finance, CRM and field systems connected so teams enter data once.
- Process automationLess retyping, chasing and manual checking across order to cash.
- ServiceM8 vs Tradify vs simPROWhen a growing multi-branch operator outgrows its job management platform.
- Legacy system integrationAPI, database, file and middleware options without replacing systems.
Sources
Xero App Store, Uptick Workforce listing (shared data types): https://apps.xero.com/au/app/uptick-workforce
AroFlo, MYOB integration feature page (data sent and received): https://aroflo.com/features/myob-integration
AroFlo help, MYOB Business AccountRight integration (payment import and cost of goods notes): https://help.aroflo.com/integration-myob-business-accountright
simPRO Marketplace, Microsoft Business Central integration by ERP365: https://marketplace.simprogroup.com/apps/microsoft-business-central
Pronto Software, Pronto Xi Sync: https://www.pronto.net/products/pronto-xi-sync/
Pronto Software, Pronto Xi 780 API Integration Platform overview: https://engage.pronto.net/hubfs/Pronto%20Xi%20Overviews/Foundation/Pronto-Xi-780-API-Integration-Platform-overview.pdf
Questions
Does simPRO have a standard connector for Pronto Xi?
Published simPRO and Pronto material reviewed in November 2026 showed no standard simPRO to Pronto Xi connector. The usual route is a custom integration using the simPRO API on one side and Pronto Connect APIs or Pronto Xi Sync on the other. Ask both vendors for current options, because marketplaces change.
Should a field service to ERP integration run in real time or overnight?
Invoices and payments usually suit near real time so finance and customer service see the same status. Job costs and timesheets often suit a scheduled batch after approval, which avoids posting half-finished jobs. Decide per document type, and make sure every run produces an exception report someone reads.
What should we ask Pronto and simPRO before starting an integration?
Ask which APIs your licence and version include, any rate limits, whether a sandbox is available, and who supports changes after upgrades. Ask simPRO how job costs, purchase orders and multi-company setups are exposed. Ask Pronto which sales, debtor and job APIs are enabled through Pronto Connect or Pronto Xi Sync.
Why does job costing differ between AroFlo and MYOB?
Job costing usually differs because cost of goods, timesheets and overheads are mapped to different accounts or posted at different times in each system. AroFlo help notes cost of goods records cannot be previewed in AroFlo before transfer. Align the account mapping and posting rules, then reconcile exceptions daily instead of checking every job.
Do we need middleware between field service software and the ERP?
A vendor connector needs no middleware when it covers the documents you rekey. Once custom work is needed, a small integration layer in your cloud in Australia gives logging, retries, alerts and one place to change mappings. That layer also lets you swap the ERP later without rebuilding the field service side.
What happens to the integration if we change ERP?
If the integration talks to the ERP through a separate layer with documented mappings, only the ERP connection is rebuilt and field service data flows stay the same. Point-to-point connectors usually have to be replaced. Plan the cutover with a short parallel run so no jobs are posted twice or missed.
Have this problem across your branches?
A 30-minute review with a senior consultant. You leave with a written one-page summary you can share internally.
Fixed-fee phases, agreed before we start. Stop after any phase.