Subcontractor Invoices

Subcontractor Invoices pulls one commitment invoice into Excel so you can enter this period's work and stored materials against every schedule of values line in one place, then sync the amounts back.

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What it does

• Pulls one invoice in Draft or Revise and Resubmit status with every line, including change order lines
• Lets you edit four amounts per line: work completed this period, materials presently stored, work retainage held, and work retainage released
• Respects Procore's own per-field permissions, so a cell is locked if Procore wouldn't let you edit it
• Checks that nothing changed in Procore since your pull, then syncs all changed lines in one request

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Prerequisites

• The Subcontractor Invoices module enabled for your company
• Standard or Admin on the project's Commitments tool. Field-level editability then follows your Procore permissions
• An invoice in Draft or Revise and Resubmit that is the latest on its commitment

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Pull an invoice

1. Open Subcontractor Invoices from the task pane home, under Invoicing
2. Pick from Select an invoice. Each option shows the vendor, invoice number, period end, and status
3. Click Pull into Excel

Sandspit writes the Subcontractor Invoice sheet and confirms the line count.

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The sheet

Each row is one line. Read-only columns give the line, budget code, description, item type, change order, scheduled value, previous completed and stored, and the totals. The editable columns are:

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

Materials retainage columns are read-only for now. Unit-based lines are fully locked. Locked cells are grey, and cells you change turn yellow. Enter plain numbers, and zero rather than blank to clear.

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Review and sync

Changed lines appear under Review & sync with before and after values. Click Sync 24 lines to Procore. Sandspit first checks each changed field against Procore and refuses the whole run if anything moved. Then it sends all standard lines in one request and whole change order lines one at a time, reads the invoice back, and confirms each amount landed. Completed and stored to date must stay between zero and the line's scheduled value.

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Limits

• One invoice at a time, latest on its commitment, Draft or Revise and Resubmit only
• No adding or removing lines, no status changes, no comments
• Materials retainage fields are read-only
• Up to 1,000 lines and 20 whole change order lines per sync

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Troubleshooting

• "A newer subcontractor invoice exists for this commitment": pull the latest one
• "Only Draft or Revise and Resubmit subcontractor invoices can be updated from Excel": the invoice moved on in Procore
• "This field is read-only for the current invoice state, Procore line, or your permissions": restore the pulled value
• "Completed and stored to date must stay between zero and the line's scheduled value": previous plus this period exceeds the line
• "Procore changed after this row was pulled": someone edited the invoice. Pull again