Bulk import change events into Procore from Excel
Have you ever had hundreds of time and materials (T&M) lines to get into Procore change events before month end?
Drag in the T&M, repeat the change event number for every line, and create all your change events in Procore in one sync.
To bulk import change events into Procore, open the Sandspit extension in Excel and use the Change Events module. Drag in the time and materials (T&M) tickets, or paste your own lines. Rows with the same change event number become one change event, so each line is just another row. Sync once and every change event is created with its line items.
Drag the time and materials (T&M) tickets into the Change Events module
Open the Sandspit extension in Excel, choose Create Change Events, and go to the AI Extraction tab. Leave Destination on Add new change event to make one change event from all the files. Drag the T&M tickets, invoices, or quotes onto Drop T&M invoices here: PDFs, photos, CSVs, or spreadsheets. Pick Grouped, Detailed, or Summary for the line items.
Add them to the sheet
Click Add items to sheet. Sandspit reads each file and adds one row per line item to the Change Event Import sheet, with the change event number, budget code, vendor, and cost filled in.
Add more line items with the same change event number
Rows that share a Change Event Number become one change event, and each row is one of its line items. To add lines from your own log, paste them below and fill the number down. Leave the change event columns blank on the extra rows, or match them exactly. A new number starts a new change event.
Note: click Add CE in the task pane to start a row with the next free number.
Fix what Procore won’t accept
The Bulk Import tab checks every row against the project. A missing number, a vendor or budget code Procore doesn’t recognize, or a cost that doesn’t match quantity times unit cost shows under Needs attention with a fix: Map to vendor, Map to code, Use parent, or Create.
Sync every change event
Click Sync 2 changes to Procore. Each change event is created with all of its line items and the source files attached. Every row shows Synced and a link to the change event in Procore.
Why change events back up
T&M tickets and extra-work invoices arrive all week. Each one has to become line items on a change event, keyed in one at a time with the vendor and budget code. By month end the backlog is the reason the forecast is wrong.
What the sheet changes
- No retyping. Lines are read off the T&M, or pasted from your own log.
- One number, one change event. Repeat the number for every line that belongs together.
- Checked before Procore. Numbers, vendors, budget codes, and costs are flagged on the sheet.
- One sync. Every change event is created with its lines and the source files attached.
Frequently asked
How do I bulk import change events into Procore?
Open the Sandspit extension in Excel and use the Change Events module. Drag in the T&M or paste your lines onto the sheet, give each change event a number, fix anything flagged, and sync. Every change event is created with its line items in one run.
How do I add multiple line items to one change event?
Put the same Change Event Number on every row that belongs to it. Each row becomes one line item. Fill the number down a column of pasted lines and they all land on the same change event.
Can I import change event line items from PDFs or T&M tickets?
Yes. PDFs, photos, CSVs, and spreadsheets go through AI Extraction. The lines land on the sheet for you to review, and the source files are attached to the change event when it is created.
Can I use Procore’s CSV import instead?
Procore’s line item import works inside one change event you have already created. Sandspit creates the change events too, as many as the sheet holds, with their line items, in one sync.
What if the change event number is already taken?
Reusing a number that already exists is flagged before you sync, with a fix that assigns the next free one. If Procore takes the number in the meantime, Sandspit uses the next one and tells you.
Can I edit change events that are already in Procore?
Not with this module. It creates new change events. To update existing ones, including status and line items, use the Change Events module.
What permission do I need?
Standard or Admin on the project’s Change Events tool.
Procore Project Financials. Needs Standard on the Change Events tool. Creates new change events; edit existing ones with the Change Events module.
Step-by-step mechanics, every column, and every error message are in the documentation.
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