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Why do my Budget's Job To Date Costs not match my Subcontractor Invoice Amounts?

Background

If you are using the subcontractor invoice, and not using the ERP version of Job to Date Costs, you may notice that your budget's Job to Date Costs do not match your subcontractor invoice amounts. To understand why, read below. 

Answer

Procore's previous version of the subcontractor billing tool, called Draw Requests, did not have the ability to bill change orders by line item. Change Orders included in a Draw Request were shown and billed as a single line item lump sum amount. When Procore released the current subcontractor billing tool, Subcontractor Invoices, change orders added to an invoice were required to be billed for by line item (and therefore, by cost code). However, for change orders that were previously added to Draw Requests prior to updating the project to using Subcontractor Invoices, these change orders remained as a single line item lump sum amount.

In the Budget tool, all items must be broken down by cost code in order to appear in the Budget. This includes the default Job to Date Costs column, as well as the optional Invoices column. Because the change orders previously added to Draw Requests remained as a single line item lump sum amount, and are not billed for by line item (and therefore, cost code), these change order amounts cannot appear in the Budget in the Job to Date Costs or Invoice columns. There is no way for Procore to determine the change order amount billed per cost code since these change orders were billed for a lump sum amount. 

How do I know if my project is affected?

Your project is affected if any of the following apply:

  • Your project started with the Draw Requests tool and had change orders to the Draw Requests.

Your project is not affected if any of the following apply:

  • Your project started with Draw Requests tool, but did not have Draw Request change orders prior to switching to the Requisitions (now Subcontractor Invoices) tool.
  • Your project started with the Requisitions or Invoices tool.

 

 

What should I do?

For affected projects, it is recommended that you create a second budget view (see Set up a New Budget View), remove the Job to Date Costs (and Invoices) column, and apply that view to those projects. The Commitment Summary view, Custom Reporting, and Invoices to Date report are not affected since they do not report Invoice values per cost code. 

 

 

 

 

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