Change Event Imports

Change Event Imports turn vendor T&M invoices and change order backup into structured Procore Change Events. Instead of rebuilding each line by hand, you upload a PDF or spreadsheet, review the extracted data in a staging grid, and sync validated records to Procore.

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Overview

A typical T&M workflow looks like this: a vendor sends a PDF invoice, a PM reads it, pulls out labor / equipment / material / markup, assigns cost codes and cost types, writes a usable description, and rebuilds it in Procore as a Change Event. The work already exists on paper — the problem is getting it into the shape Procore needs.

Sandspit shifts this from an entry-first workflow to a review-first one:

1. Upload the vendor backup (XLS template or PDF invoice)
2. Review the structured data in the Staging area
3. Accept suggested fixes, create missing vendors or budget codes inline
4. Sync the cleaned-up data to Procore as a Change Event with line items

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Intake options

Sandspit supports two intake formats, depending on whether you control the input or are working from vendor-supplied backup.

Sandspit XLS template

When your team or vendor can fill in a structured format up front, use the Sandspit XLS template. The template includes column validations so the data is closer to where it needs to be before upload.

Template columns include:

• Vendor
• Cost code
• Cost type (Labor, Equipment, Material, Subcontract, Other)
• Description
• Quantity and Rate
• Amount

PDF uploader

When you're working from vendor backup you can't control, upload the PDF directly. Sandspit reads the invoice, summarizes the cost information, and converts it into a Change Event-ready structure.

This doesn't remove the review step — it removes the blank-page step. Instead of starting from a PDF and manually rebuilding each line, you start with extracted and organized data to review.

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The Staging area

After an XLS file or PDF is uploaded, the data lands in Staging before it moves forward. Staging is where you review, validate, and fix records before they become a Change Event in Procore.

Row statuses

Status	Meaning
Ready	Row is fully mapped and ready to sync to Procore
Needs Review	A field is ambiguous or incomplete and needs a decision before sync
Vendor Not Found	The vendor on the invoice doesn't match an existing Procore vendor
Budget Code Missing	The cost code or budget code doesn't exist on the project yet

Suggested fixes

When a value doesn't match what Procore expects, Sandspit flags the row and suggests a fix where possible. Common examples:

• A vendor name that closely matches an existing Procore vendor
• A cost type that can be inferred from the line description
• A line that should be split across multiple cost codes
• A description that needs review before it lands on a Change Event

Accept a suggestion to apply the fix, or edit the row directly if the suggestion isn't right.

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Missing vendors and budget codes

One of the most common workflow blockers is setup. The invoice is ready, the cost is valid, but the vendor or budget code doesn't exist on the project yet.

Rather than stopping to go create records in Procore and come back, Staging lets you handle setup in context:

• Create the vendor from the row where it's missing
• Create the budget code directly on the project
• Resolve the cost type before the data moves forward

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Sync to Procore

Once every row in a batch is Ready, sync the batch to Procore. Sandspit creates the Change Event and its line items in one operation, using the vendor, cost code, cost type, description, and amount from each staged row.

Rows that still need attention stay in Staging — you can sync the ready rows and come back to the rest.

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When to use this

Change Event Imports are most useful for teams dealing with:

• Vendor T&M invoices
• Field-directed and owner-directed work
• Multiple small invoices that add up across a project
• Large backup packages with many line items
• Cost events with several line items per Change Event
• Projects with frequent change activity

A single invoice can always be handled manually. Once the volume goes up, the manual process starts to show its limits — that's where this workflow helps most.