Bulk edit Procore subcontractor invoices in Excel.
Procore's subcontractor invoice is entered one schedule of values line at a time. Sandspit pulls a Draft or Revise and Resubmit invoice into a single Excel sheet, so you can bulk edit work completed, stored materials, and retainage across every line, then sync the amounts back to Procore in one request.
Subcontractor Invoice sheet
Northgate Drywall · INV-0412 · 2026-08-31
Review & sync
Edit the unlocked amount cells in Excel. Your changes appear here before they go to Procore.
Five of the sheet's sixteen columns shown. Yellow cells are edits staged for sync, grey cells are unchanged. Sample amounts are illustrative.
Today, the sub's pay app is re-keyed one line at a time.
A subcontractor invoice in Procore is the commitment's schedule of values for one billing period, plus a line for every change order. The lines already exist. The work is getting this period's number onto each one, and checking it against what the sub actually sent.
- The sub sends a pay app as a PDF or a spreadsheet. Someone re-keys it into the commitment invoice, line by line, in Procore’s invoice form.
- Change order lines sit alongside the original schedule of values, so a fifty-line commitment with a dozen CCOs is a long form.
- There is no fill-down and no formula. Checking a line against the sub’s number, or against your own percent-complete tracking, means a second window.
- Multiply by every commitment on the job, every billing period, and a review that should take minutes takes the afternoon.
Procore Commitments tool
Subcontractor invoice, schedule of values
The sub's pay app PDF and your percent-complete tracking are in other windows.
Bulk edit the Draft, change orders included.
Procore stays the system of record. Sandspit pulls one subcontractor invoice into Excel with every line, including change order lines, so entering the period is spreadsheet work: paste the sub's amounts in, fill a retainage column down, compare against your own tracking with a formula. Pull the commitment and its change orders onto their own sheets with Pull from Procore and the reference is one lookup away.
- Pick the invoice by vendor, number, period end, and status, click Pull into Excel
- Edit the four amounts Procore allows. Everything else is read-only and stays that way
- Editability follows Procore's own per-field permissions, so a cell is locked if Procore would not let you change it
- Cells you change turn yellow so the staged edits are visible on the sheet itself
Subcontractor Invoice sheet
Every column, left to right
- 01 Line
- 02 Budget Code
- 03 Description
- 04 Item Type
- 05 Change Order
- 06 Scheduled Value
- 07 Completed and Stored Previous
- 08 Work Completed This Period edit
- 09 Materials Presently Stored edit
- 10 Work Retainage Held This Period edit
- 11 Work Retainage Released This Period edit
- 12 Materials Retainage Currently Held
- 13 Materials Retainage Released This Period
- 14 Total Completed and Stored
- 15 Percent Complete
- 16 Net Amount
Yellow columns are the four amounts you can change on a subcontractor invoice line. Materials retainage columns are read-only for now. The rest come from the commitment or are computed by Procore.
One request, checked against Procore first.
Each edit is staged against the value it started from. Sandspit will not overwrite a number someone changed in Procore while you were working in Excel, and it reads the invoice back when it is done so the totals on the sheet are Procore's totals.
- Changed lines are listed under Review & sync with the before and after value
- Completed and stored to date is checked against each line's scheduled value before anything is sent
- Per-row results show exactly which lines posted and which need attention
Task pane
Sync 4 lines to Procore
- 1
Preflight
Every changed field is compared against what is in Procore right now. If anything moved since your pull, the whole run is refused and nothing is written.
- 2
Update
All changed standard lines go to Procore in one request. Whole change order lines are sent one at a time, up to twenty per sync.
- 3
Readback
Sandspit reads the invoice back and confirms each amount landed, so the totals on the sheet are Procore’s totals.
Standard lines and change order lines travel together in one request. Only whole change order lines go one at a time.
What Procore decides, Sandspit respects.
Subcontractor Invoices is in beta and turned on per company. It edits amounts on an existing invoice. It does not create invoices, add lines, change status, or post comments.
Draft or Revise and Resubmit
Sandspit edits an invoice in one of those two states. Submitting, reviewing, and approving stay in Procore.
Latest invoice per commitment
Procore only accepts line updates on the most recent invoice for a commitment. If a newer one exists, pull that instead.
No new lines
Lines are the commitment’s schedule of values plus its change orders. A missing line means the change order is not on the commitment yet.
Up to 1,000 lines per sync
Plus twenty whole change order lines, which Procore updates one at a time.
For the people who process the sub's pay app.
Subcontractor Invoices runs in the Sandspit Excel add-in. It is for the teams that enter and review commitment invoices every period and want the sub's numbers, their own tracking, and the Procore invoice on one screen. Needs Standard or Admin on the project's Commitments tool.
Billing the owner instead? See Owner InvoicesProject accountants
Enter a sub’s pay app in one pass with the PDF open beside the sheet, then sync every line at once instead of retyping it in Procore.
Project managers
Check what each sub is claiming against your own percent-complete tracking, line by line, before the invoice leaves Draft.
Project engineers
Turn a Revise and Resubmit around fast: adjust the disputed lines in Excel, sync, and the invoice is ready to go back through review.
Use your real project
See Subcontractor Invoices on your Procore Draft.
Bring a live commitment and we will pull its Draft invoice into Excel, bulk edit a few lines with you, and sync them back to Procore. Beta access is turned on per company.