Year-end problems are almost always October problems that nobody looked at. A commitment left open on a job that finished in July, a batch of direct costs that failed to sync, a change order approved in the field but never priced. None of it matters much in the moment, and all of it lands on your CPA’s desk at once. A structured review of your Procore construction software data before the books close turns a three-week scramble into a short list of known items, and it usually recovers margin nobody knew was missing.
When should you start the review?
Roughly 60 days before year-end, which for a December 31 close means starting in early November. That leaves time to chase missing documents while projects are still active and people still remember the details.
Two outside deadlines set the pace. Form 1099-NEC is due to recipients and the IRS by January 31, with no automatic extension. Surety and bank agreements typically call for year-end financial statements within 90 to 120 days of close, and a work in progress schedule is almost always part of that package. Neither deadline moves because your data was messy.
Does your Procore budget tie to your accounting system?
Reconcile total job cost in Procore to the corresponding job cost accounts in your ERP, line by line, before anything else. Every downstream number depends on this one agreeing.
The usual culprits are direct costs entered in Procore that never synced, invoices approved in the ERP that never posted back, and cost codes that exist in one system but not the other. Check the integration error log rather than assuming a clean sync, since failed records tend to sit quietly. Watch for journal entries booked straight into the accounting system, which never appear in Procore and will produce a permanent variance if nobody documents them.
Are your commitments actually closed?
Open purchase orders and subcontracts on finished work overstate your cost to complete and distort every forecast built on top of it.
Pull a report of commitments with remaining balances, filter to projects with no activity in 60 days, and close what is done. On active jobs, confirm remaining balances reflect real obligations rather than optimistic buyout numbers. This is also where unbilled subcontractor work hides. If a sub has performed and not invoiced, that cost belongs in the period regardless of when the paperwork arrives.
What does your WIP schedule need from Procore construction software?
Four figures per job: total contract value including approved change orders, cost incurred to date, estimated cost to complete, and billings to date. Each one has to be defensible.
Contract value is where errors concentrate. Approved change orders sometimes sit in the change order log without reaching the schedule of values, which understates revenue and makes a job look overbilled when it is not. Estimated cost to complete deserves a real conversation with each project manager rather than a formula, since the percentage of completion method under ASC 606 drives recognized revenue directly and an optimistic projection inflates current-year profit.
Have you dealt with unpriced change orders and claims?
Work performed under a directive with no approved price is variable consideration under ASC 606, and recognizing it requires a judgment about whether collection is probable.
Sort change events by age and force a decision on each. Anything unpriced past 90 days needs a signed change order, a documented claim position, or an acknowledgment that it will not be recovered. Leave it undecided and your CPA makes the call with less information than you have, and the conservative answer costs you recognized revenue.
Is your vendor and permission data clean?
Confirm a current W-9 for every vendor you paid, then verify which payments require reporting. The IRS requires electronic filing of information returns when you file 10 or more in aggregate across all form types, a threshold that took effect for returns filed after 2023.
Two more items worth an hour:
- Review insurance certificates and lien waivers for expiration, since a lapsed certificate on a closed job is still an open exposure
- Check who can both create a commitment and approve an invoice against it, because that combination is the segregation of duties finding auditors raise most often
Tax treatment adds one more check. The small construction contract exception under IRC 460 uses an inflation-adjusted average gross receipts threshold, $31 million for 2025, so confirm the current-year figure before assuming your method still qualifies.
A clean close comes down to reconciling Procore construction software to your ERP, closing what is finished, and forcing decisions on the items everyone has been avoiding. Starting in November rather than January is the difference between a review and a rescue. If you would rather hand the reconciliation to someone who does it every month, Procore construction software support for construction accounting is worth a conversation before the quarter turns.