Budget Import

Budget Import takes the original budget you already have in a spreadsheet and turns it into Procore budget lines. Paste the rows, fix what the validation flags, and sync. Cost codes that exist at the company but not on the project can be added in one click along the way.

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What it does

• Creates the Budget Line Items sheet, using Procore's own budget template columns, pre-filled with the project's current budget lines
• Validates each row against the project WBS: sub job, cost code, cost type, and unit of measure
• Adds company or ERP cost codes to the project WBS when a row needs one
• Assembles missing budget codes automatically during import
• Creates new budget lines and updates existing ones, with the original budget amount
• Optionally sets an Advanced Forecasting curve and dates on each line

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Prerequisites

• The Sandspit Excel add-in installed and signed in, with a project selected
• Admin on the project's Budget tool. Standard is not enough. Procore lets a Standard user create the line but silently stores the amount as zero, so Sandspit refuses to import below Admin
• The project's budget must be unlocked in Procore. Procore only accepts original budget amounts before the budget is locked
• A project WBS made of sub job, cost code, and cost type. Projects with other required segments are not supported

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Set up the sheet

1. Open Budget Import from the task pane home
2. Click Set up budget import

Sandspit adds three sheets: Budget Import Guide, a help sheet you can open any time with the Import Guide button; Budget Line Items, the sheet you work in; and Budget Import Picklists, the dropdown sources. Budget Line Items opens with every current budget line already in it, plus fifty blank rows.

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The sheet

Column	Required	Notes
Sub Job	If the project uses them	Dropdown. Only present when the WBS has a sub job segment
Cost Code	Yes	Dropdown, but typing is allowed so unknown codes can be flagged and added
Cost Type	Yes	Dropdown of cost type codes
Description	No	Edits write back to the budget code's description in Procore
Manual Calculation	Yes	TRUE to enter an amount. FALSE to enter quantity, unit, and unit cost
Unit Qty, UOM, Unit Cost	When Manual Calculation is FALSE	Amount is calculated
Budget Amount	When Manual Calculation is TRUE	Leave blank when FALSE
Calculated Budget Amount	Computed	Live preview of what will be imported
Start Date, End Date, Curve	No	Advanced Forecasting. All three together or none
Sync Status, Sync Message	Computed	Written by Sandspit

The sheet accepts Procore's downloaded budget template directly, and it also recognises the headings Budget Description, Qty, and Original Budget. Do not insert, delete, or reorder columns, and leave the hidden columns to the right alone.

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Enter budget rows

Paste new rows into the blank area, or edit a pulled row. The task pane reviews the sheet as you go and lists each row under Ready to sync or Not ready to sync. A new row shows as CREATE. A changed pulled row shows as UPDATE.

Pulled rows keep a hidden link to their Procore line. If you paste a row for a budget code that already exists, Sandspit refuses it rather than creating a duplicate. Edit the pulled row instead.

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Add missing cost codes to the project

When a row uses a cost code that exists in the company list but isn't on the project, the row is flagged Available from the company cost-code list, but not added to the project WBS and an amber card appears: 3 company cost codes can be added.

1. Check the codes and descriptions listed on the card
2. Click Add 3 codes to project, or Add 3 codes to Sub Jobs on sub job projects

Sandspit copies the codes and any parent codes onto the project WBS in Procore and rewrites the picklists. Missing budget codes for valid combinations are assembled automatically during the sync. Adding a cost code to a project cannot be undone from Sandspit. Remove it in Procore if needed.

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Review and sync

1. Clear every row in Not ready to sync. Each shows one issue at a time, and the cell it points at is shaded
2. If you changed the sub job, cost code, or cost type on a pulled row, tick Confirm reclassification. The line keeps its Procore ID and moves
3. Click Sync 120 changes to Procore

Results land in the sheet as Created, Updated, or Error, and the task pane summarises the run. Rows that succeed become linked rows, so editing one later is an update rather than a second create. A create whose reply is lost shows as Submitted and is held until you refresh.

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Reconcile an existing budget

Budget Import works on a budget that already has lines, as long as it is still unlocked. Setup pulls every current line into the sheet, so reconciliation is:

1. Set up the sheet. Existing lines arrive linked
2. Paste your reconciliation rows. Edit existing budget codes on their pulled rows, and add only the codes that are genuinely new
3. Add any flagged company cost codes to the project
4. Sync in batches of up to 500 rows, refreshing between batches

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Refresh

The status card has two refreshes. Budget lines re-pulls the budget and reconciles: unchanged rows take the live values, lines added in Procore appear, and your edited or new rows are kept. Budget Import picklists reloads cost codes, cost types, and units without touching the rows.

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Limits

• 500 rows per sync. Larger imports run in batches
• Dropdowns and the calculated amount stop at row 2,000
• No deletes. Remove budget lines in Procore
• Locked budgets are refused before any sheet is created
• On ERP-integrated projects, the cost type dropdown is not narrowed per cost code. Invalid pairs are caught at review
• Procore rate-limits the WBS endpoints. Setting up a very large project can pause partway. Wait and set up again
• Verified on Excel for Mac. Excel for Windows has not been through the full acceptance pass yet

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Troubleshooting

• "Budget Import needs Admin on this project's Budget tool": ask a project admin to raise your Budget permission, then set up again
• "This project's budget is locked in Procore": unlock it in Procore. The task pane rechecks on its own once you come back
• "This WBS code already has a Procore budget line": refresh Budget lines so the existing line is pulled in with its link, then edit that row
• "Cost type X is not assigned to cost code Y": pick one of the listed types, or fix the WBS in Procore or the ERP and refresh picklists
• "Leave Budget Amount blank when Manual Calculation is False": either enter quantity and unit cost, or set Manual Calculation to TRUE
• "Duplicate of row N": two rows share the same sub job, cost code, and cost type
• "Procore allows 500 budget line items per import": sync the first batch, refresh, then the rest