Assign vendors and commitments to Procore change event line items
Have you ever bought out a scope, then opened forty change event lines one at a time to point them at the new subcontract?
After buyout, point every change event line for that scope at the awarded sub and their contract in one pass from Excel.
To assign vendors and commitments to Procore change event line items in bulk, open the Sandspit extension in Excel and use Edit Change Events. Pull every line into one sheet, filter to the scope you bought out, fill the vendor and contract down, and sync. Every line is then ready for a commitment change order.
Pull the change events into Excel
Open the Sandspit extension in Excel, choose Edit Change Events, and click Pull from Procore. The Change Event Line Items sheet has one row per line item on every change event in the project, with Vendor and Contract as dropdowns.
Filter to the scope you bought out
Filter the sheet to the lines for that package, for example every drywall budget code, or every line with no vendor yet. All of them, across every change event, are now in one list.
Note: lines already linked to a PCO, a commitment, or a budget change show as Locked and can’t be edited from Excel. Those keep the vendor they have.
Fill the awarded vendor and contract down
Pick the awarded sub from the Vendor dropdown and fill it down. Then pick their subcontract or purchase order in Contract and fill that down too. A contract has to belong to the vendor on its row, so a mismatch is flagged before you sync.
Note: the vendor has to be in the project directory to show in the dropdown. Add it in Procore, then refresh the picklists.
Review and sync
Clear the filter, check the Ready to sync list, and click Sync. Only the fields you changed are sent, one change event at a time, so a rejected line holds up only its own change event.
Roll them into commitment change orders
With the vendor and contract on every line, the change event lines are ready to go into commitment change orders against that contract in Procore.
Why it piles up after buyout
Change events get created early, from pricing or T&M, often before the scope is awarded. Once it is, every one of those lines needs the awarded sub and their contract, and they’re spread across dozens of change events.
Other times you’ll do this
- A sub is replaced. Move the open lines to the new sub and their contract.
- Duplicate vendors are merged. Move lines off the retired vendor record.
- The wrong vendor came in. Fix a batch that was imported under the wrong name.
Frequently asked
How do I assign a commitment to change event line items in Procore?
Each line item has a vendor and a contract. To set them across many lines at once, pull the change events into Excel with Sandspit, filter to the lines for that scope, fill the vendor and contract down, and sync.
Can I bulk change the vendor on change event line items?
Yes, from Excel. Procore’s line item import adds new lines rather than editing existing ones, so changing many lines means opening them one by one or editing them in a sheet that syncs back.
Why does the contract have to match the vendor?
A contract belongs to one vendor, and Procore won’t accept a line whose contract belongs to someone else. Pick one of the new vendor’s contracts, or leave Contract blank.
What if a sub is replaced mid-job?
Same steps: filter to the old sub, fill the replacement and their contract down, and sync. Lines already on a change order are locked and stay with the original sub.
Does changing the vendor change the budget code?
No. The budget code on the line stays the same. If the cost should move to a different code too, change that column as well.
Does this work across several projects?
One workbook works with one Procore project. Repeat the pull in a workbook per project.
Procore Project Financials. Needs Standard or Admin on the Change Events tool. Lines tied to a PCO or commitment are locked.
Step-by-step mechanics, every column, and every error message are in the documentation.
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