Owner Invoices

An owner invoice's lines are the prime contract's schedule of values. You can't add lines, only fill in this period's amounts on each one. Owner Invoices pulls one Draft invoice into Excel so you can do that against your cost data instead of line by line in Procore.

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What it does

• Pulls one Draft owner invoice with every schedule of values line and markup line
• Lets you edit five fields per line: work completed this period, materials presently stored, and three retainage fields
• Copies editable values from another Draft on the same contract and billing period
• Checks that nothing changed in Procore since your pull, then syncs each changed line and refreshes the totals

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Prerequisites

• The Owner Invoices module enabled for your company
• Standard or Admin on the project's Prime Contracts tool
• A Draft owner invoice that already exists in Procore. Sandspit does not create invoices
• The Draft must be the latest invoice on its prime contract. Procore only allows edits to the latest one

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Pull a Draft invoice

1. Open Owner Invoices from the task pane home, under Invoicing
2. Pick from Select a Draft owner invoice. Each option shows the invoice number and period end
3. Click Pull into Excel

Sandspit writes the Owner Invoice Import sheet and confirms Owner invoice pulled with the line count. Drafts hidden from the list are older than a newer invoice on the same contract, and the task pane says how many.

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The sheet

Each row is one line. Read-only columns give the item, budget code, description, line type, scheduled value, work completed previously, and the totals. The five editable columns sit in the middle:

• Work Completed This Period
• Materials Presently Stored
• Work Retainage Held This Period
• Materials Retainage Held This Period
• Work Retainage Released This Period

Editability is per line. Markup lines lock both materials columns. Unit-based lines lock work completed this period. Locked cells are grey. Cells you change turn yellow. Enter plain numbers without currency symbols or commas, and enter zero rather than leaving a cell blank to clear it.

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Copy values from another Draft

Use the menu next to the status card and choose Copy values from another Draft. Sandspit offers other Drafts on the same prime contract and the same billing period, from Procore or saved in this workbook. It matches on the underlying contract line and copies only editable values that differ, without overwriting a non-zero value with a blank. The result reports values restored, new lines left blank, and old lines no longer present. Nothing is sent to Procore.

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Review and sync

Changed lines appear under Review & sync. Click Sync 40 changes to Procore. Before writing anything, Sandspit compares each changed field's pulled value against Procore. If any moved, the whole run is refused with Procore changed after this row was pulled. Pull the invoice again before syncing, and nothing is written. Otherwise lines are updated one at a time with live progress, and a final read refreshes the computed totals.

Large invoices trigger a confirmation showing how many Procore requests the update will use.

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Limits

• Draft invoices only, and only the latest invoice on each prime contract
• No adding or removing lines. New lines arrive through prime contract change orders in Procore
• Copy values works within one billing period, not from the prior period
• Up to 1,000 lines per run

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Troubleshooting

• "Procore only allows editing a contract's latest invoice": a newer invoice exists. Pull the newest Draft
• "This Draft has no G703 line items to update": add lines in Procore through the contract, then refresh
• "Enter zero to clear this amount instead of leaving it blank": Procore needs a number
• "This field is read-only for markup lines": clear the edit. Markup lines have no stored materials
• "Enter a non-zero amount because Work Retainage Held This Period is also non-zero": retainage needs work to hold it against
• "Procore's rate limit has been reached": keep editing and sync again in a minute