Add Procore change event lines to an existing budget change
Have you ever added approved change event lines to a budget change in Procore, one line at a time, then checked the net by hand?
Filter the change event lines in Excel, select the approved costs and their funding, and add them to a draft Budget Change in Procore with one quick action.
A quick action in Edit Change Events. Click the lightning button at the top of the pane and choose Add to Budget Change.
To add Procore change event lines to an existing budget change, open the Sandspit extension in Excel and use Edit Change Events. On the Change Event Line Items sheet, filter to the approved change events, select the lines, open Quick actions, and choose Add to Budget Change. Pick the draft Budget Change, check the net, and click Add. Sandspit adds the lines in Procore and verifies each one.
Pull the change events into Excel
Open the Sandspit extension in Excel, choose Edit Change Events, and click Pull from Procore. Switch the pane to Lines. The Change Event Line Items sheet has one row per line item, with Budget ROM and a Budget Change column that shows which lines already belong to one.
Note: Budget ROM shows only on projects where your Procore permissions can read budget changes. Lines need a synced Budget ROM to be added.
Filter to the lines you want
Use the Excel filter on Change Event Status to show only Approved, or filter however your team decides what goes in the budget. Only the visible rows count, so hidden lines are never picked up by accident.
Select the lines
Select the rows to add: the cost lines and their contingency funding lines. The lightning button at the top of the pane gets a dot when the selection can go into a Budget Change.
Note: lines already in a Budget Change, lines with unsynced changes, and lines that use the Transfer Amount column are left out, and the pane says why. Add funding as its own line instead of a transfer.
Open Quick actions and choose Add to Budget Change
Click the lightning button. Quick actions shows how many lines are selected. Choose Add to Budget Change.
Pick the draft Budget Change
Choose the Budget Change from the list, or search by number or name. Only drafts you can still edit are listed, each with its current net.
Note: if there are no drafts, go back to the workbook and choose Create Budget Change instead.
Check the lines and the net, then add
The pane lists every selected line with its Budget ROM, and the footer shows the net. Clear a checkbox to leave a line out. Click Add. The lines are added in Procore and verified, and the Budget Change column on the sheet updates to Draft.
Why budget changes take so long
Once change events are approved, their lines have to land in a Budget Change so the revised budget moves. In Procore that means opening the Budget Change and adding the lines one change event at a time, then checking the net against what you expected.
What changes in Excel
- Filter, then select. Excel’s own filter decides which lines are in play. Hidden rows are never added.
- Checked first. Lines already in a Budget Change, or changed in Procore since the pull, are caught before anything is added.
- The net, up front. The pane shows every line and the net before you click Add.
Frequently asked
What is a quick action?
A job you run from the lightning menu in a Sandspit pane, on the rows you select in Excel. Add to Budget Change is one of the quick actions in Edit Change Events.
Why is the net zero?
The net is the sum of the selected lines’ Budget ROM. A cost line funded from contingency has a matching negative funding line, so the pair nets to zero: the money moves from contingency to the cost code. Select only cost lines and the net is the increase.
Does this go straight to Procore?
Yes. Unlike edits on the sheet, there is no Sync step. Clicking Add sends the lines to the Budget Change in Procore and reads the Budget Change back to verify each line.
What if a line changed in Procore after I pulled?
Sandspit checks every line against Procore before adding anything. If a line changed, or someone already put it in a Budget Change, nothing is added. Refresh Change Events and select again.
Can I create a new Budget Change instead?
Yes. Choose Create Budget Change from the same menu. It creates a draft Budget Change in Procore from the selected lines, with a name and an optional description.
How many lines can I add at once?
Up to 200 lines per add.
What permission do I need?
Standard or Admin on the project’s Change Events tool, plus Budget permissions in Procore that let you see and edit Budget Changes.
Procore Project Financials. Needs Standard or Admin on the Change Events tool, Budget permissions that can edit Budget Changes, and a project that shows Budget ROM on change event lines. Draft Budget Changes only, up to 200 lines at a time.
Step-by-step mechanics, every column, and every error message are in the documentation.
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