Change Event Import

Change Event Import builds new change events in Procore from the documents you already have. Drop in T&M invoices or quotes, let Sandspit extract the line items onto a sheet, resolve vendors and budget codes, and create the change events in one pass.

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What it does

• Extracts line items from PDFs, images, CSVs, and spreadsheets with AI, grouped or detailed
• Puts one line item per row on the Change Event Import sheet, with dropdowns for status, scope, budget code, vendor, and unit of measure
• Validates every row against the project as you edit
• Creates missing vendors and budget codes in Procore from the task pane
• Creates each change event with its line items and attaches the source files

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Prerequisites

• The Sandspit Excel add-in installed and signed in, with a project selected
• Standard or Admin on the project's Change Events tool. The task pane shows Needs Standard on Change Events otherwise
• A workbook bound to one project. See Workbooks and projects

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Set up the sheet

1. Open Change Event Import from the task pane home
2. If asked, click Sync setup to pull the project's field options and vendors
3. Click Set up Change Event Import

Sandspit adds the Change Event Import sheet and fills the shared Picklists sheet. The task pane has two tabs: Bulk Import for review and sync, and AI Extraction for files.

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The sheet

Green columns describe the change event. Blue columns describe one line item. Rows that share a Change Event Number become one change event.

Column	Required	Notes
Change Event Number	Yes	The next free number is offered. Reusing an existing number is flagged
Title, Status, Scope	Yes	Status and Scope are dropdowns
Change Type, Change Reason, Prime Contract, Description	No	Dropdowns except Description
Expecting Revenue, Revenue Source	Source required when revenue is Yes	Revenue Source drives which revenue cells may hold values
Budget Code	Validated if present	Dropdown. The Procore WBS code, so there is no separate cost code or cost type column
Budget Description	No	Fills from the budget code. Never sent
Line Item Description, Vendor, Unit of Measure	Validated if present	Vendor and unit are dropdowns
Quantity, Unit Cost, Cost ROM	No	Cost ROM must equal Quantity × Unit Cost
Revenue Quantity, Revenue Unit Cost, Revenue ROM	Per Revenue Source	Cleared, mirrored from cost, or calculated depending on the source
Custom fields	Per Procore	One column per change event custom field
Sync Status, Sync Message, Procore Link	Computed	Written by Sandspit

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Add rows from files

1. Open the AI Extraction tab
2. Set Destination. Add new change event makes one change event from all uploaded files. Add to change event appends line items to a change event already on the sheet
3. Drop files on Drop T&M invoices here. PDF, PNG, JPG, WEBP, CSV, and Excel files are accepted
4. Pick a Line item format. Grouped rolls charges up by budget code, then vendor. Detailed keeps every source line. Summary makes one row per file
5. Click Add items to sheet

Rows are appended below what is already on the sheet. A Sandspit template workbook is read directly without AI. The source files are attached to the change event when it is created.

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Add rows by hand

Click Add CE in the task pane to start a row with the next available number, or type straight into the sheet. Add more line items by repeating the change event number on new rows and leaving the green columns blank, or matching them exactly.

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Fix what the review flags

The Bulk Import tab reviews the sheet continuously. Rows with a problem show Error in the sheet and sit under Needs attention in the task pane, grouped by change event. Each issue carries a fix:

• Use CE-104: assigns the next free number to a blank or duplicate row
• Use parent: copies the first row's change event fields down to a row that disagrees
• Map to vendor or Map to code: search and pick the right existing value
• Create: creates the vendor in the project directory, or the budget code on the project WBS, in Procore. This is a real Procore record, not a temporary one
• Clear, Sync, or Recalculate: resolve revenue cells that disagree with the revenue source

Clean rows show Ready to sync and are listed by change event with each line's budget code, vendor, and cost.

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Sync

Click Sync 3 changes to Procore. Rows with errors stay behind. Each change event is created in its own request, so one failure does not stop the others. On success the row shows Synced and gains a Procore Link. If Procore reports the number was taken meanwhile, Sandspit takes the next one and tells you. After a clean run the button reads Check for new rows.

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Troubleshooting

• "Vendor does not match this project": map it to an existing vendor or click Create. If Create is missing, vendor creation is turned off for your company
• "Budget code does not match this project": map it, or click Create when the typed code parses to a real cost code and cost type. Sub job codes are created one at a time
• "Vendor has multiple contracts": Procore needs to know which. Pick the vendor from the dropdown and choose a contract
• "Cost ROM must match Quantity × Unit Cost": use Recalculate or clear the quantity and unit cost
• "This workbook uses an older Change Event import template": rename the sheet to Change Event Import
• Submitted with no result: the request reached Procore but the reply was lost. Check Procore before retrying that change event