Bulk edit Procore subcontractor invoices in Excel.
In Procore, you enter a subcontractor invoice one line at a time. Sandspit puts the whole invoice in Excel. Update work completed, stored materials, and retainage on every line, then send your changes back to Procore at once.
Subcontractor Invoice sheet
Northgate Drywall · INV-0412 · 2026-08-31
Review & sync
Edit the amounts in Excel. You see every change here before it goes to Procore.
Showing 5 of 16 columns. Yellow cells are your changes. Grey cells are unchanged. Sample numbers only.
From the subcontractor's invoice to Procore.
The sub sends their invoice as a spreadsheet. This video shows how to pull the Draft invoice into Excel, line it up with the sub's file, paste in the amounts, and send them to Procore.
Today, someone retypes the sub's pay app line by line.
A subcontractor invoice in Procore lists every line from the subcontract, plus a line for each change order. The lines are already there. The work is entering this period's amount on each one and checking it against what the sub sent.
- The sub sends a pay app as a PDF or a spreadsheet. Someone types it into Procore, one line at a time.
- Change orders add more lines. A 50-line subcontract with a dozen change orders makes for a long form.
- There is no fill-down and no formulas. To check a number against the sub’s pay app or your own tracking, you flip to another window.
- Do that for every sub on the job, every billing period, and a task that should take minutes takes all afternoon.
Procore Commitments tool
Subcontractor invoice, schedule of values
The sub's PDF and your own tracking are open in other windows.
Edit every line in Excel, change orders included.
Procore stays the system of record. Sandspit pulls the invoice into Excel with every line, change orders included. From there it is normal spreadsheet work. Paste in the sub's amounts, fill retainage down a column, or check against your own tracking with a formula. You can also pull the subcontract and its change orders onto their own sheets to look things up.
- Find the invoice by vendor, invoice number, period end, or status, then click Pull into Excel
- Change the four amounts Procore allows. Everything else is locked
- If Procore won't let you change a field, the cell is locked in Excel too
- Cells you change turn yellow, so you can see your edits at a glance
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. Materials retainage is read-only for now. Procore fills in or calculates the rest.
Checked against Procore before anything is sent.
Sandspit remembers what each number was when you pulled the invoice. If someone changes it in Procore while you work in Excel, Sandspit will not overwrite it. When the sync is done, it reads the invoice back so your totals match Procore.
- Review & sync lists every change with the old and new amount
- Before sending, Sandspit checks each line's total to date against its scheduled value
- After the sync, each row shows whether it saved or needs a fix
Task pane
Sync 4 lines to Procore
- 1
Check
Sandspit compares your changes to what is in Procore right now. If someone changed the invoice after you pulled it, nothing is sent.
- 2
Send
Your changed lines go to Procore together. Whole change order lines go one at a time, up to 20 per sync.
- 3
Confirm
Sandspit reads the invoice back from Procore to make sure every amount saved, so your sheet matches Procore.
Regular lines and change order lines are sent together. Only whole change order lines go one at a time.
What it does and doesn't do.
Subcontractor Invoices is in beta, and we turn it on for each company. It updates amounts on invoices that already exist in Procore. It does not create invoices, add lines, change status, or post comments.
Only invoices you can still edit
The invoice must be in Draft or Revise and Resubmit status. Submitting, reviewing, and approving still happen in Procore.
Only the newest invoice
Procore only allows line changes on the most recent invoice for a subcontract. If there is a newer one, pull that instead.
No new lines
Lines come from the subcontract and its change orders. If a line is missing, that change order has not been added to the subcontract yet.
Up to 1,000 lines per sync
Plus up to 20 whole change order lines, which Procore updates one at a time.
For the people who handle sub pay apps.
Subcontractor Invoices runs in the Sandspit Excel add-in. It is for teams who enter and review sub invoices every billing period and want the sub's numbers, their own tracking, and Procore in one place. You need Standard or Admin access to the project's Commitments tool.
Billing the owner instead? See Owner InvoicesProject accountants
Enter a sub’s pay app with the PDF open next to the sheet, then send every line to Procore at once.
Project managers
Check what each sub is billing against your own percent-complete tracking before the invoice is submitted.
Project engineers
When an invoice comes back as Revise and Resubmit, fix the lines in Excel and send them to Procore. The invoice is ready for review again.
Use your real project
See it work on one of your own invoices.
Bring a real subcontract with a Draft invoice. We will pull it into Excel, edit a few lines with you, and send them back to Procore. Beta access is turned on for each company.