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Procore

Workflows

The following workflow diagrams explain the order of operations when creating certain types of items in a Procore account that's integrated with Sage 300 CRE.


Job Setup

There are two different ways to set up a Procore/Sage integrated job.
Important! Jobs must be created in one location and pushed to the other, jobs CANNOT be created in both locations and linked together.

 

Where will you initially set up the job?
Where will you initiall...

 

Add a Procore Project to Sage 300 CRE
Add a Procore Project...

 

Create a Job in
Sage 300 CRE
Create a Job in...
PROCORE
PROCORE
SAGE 300 CRE
SAGE 300 CRE

 

Send to ERP Integrations for Acceptance
Send to ERP Integratio...

 

Add a Sage 300 CRE Project to Procore
Add a Sage 300 CRE Pro...

 

START
START

 

Edit a Project
Edit a Project

 

END
END
PROJECT EXPORTED
AS A SAGE 300 CRE JOB
PROJECT EXPORTED...
PROCORE PROJECT SYNCED WITH SAGE 300 CRE JOB
PROCORE PROJECT SYNC...
LEGEND
LEGEND
Performed in ERP system
Performed in ERP system
Optional Step
Optional Step

 

Accept a project for export?
Accept a project for e...

Budget Setup

If you are setting up the budget on a Procore + Sage 300 CRE project for the first time, use the workflow below as a guideline. 
Important! When setting up a new project in Procore, you must always create the budget in one system and then export it to another. You cannot create a budget in both systems and then sync the budgets a later time.

 

How do you want to set up the project's budget in Procore?
How do you want to set up the...

 

Import a Budget (CSV)
Import a Budget (CSV)

 

Add a Budget
Line Item
Add a Budget...

 

Lock a Budget
Lock a Budget

 

START
START

 

END
END
BUDGET EXPORTED TO SAGE 300 CRE
BUDGET EXPORTE...
LEGEND
LEGEND
Optional Step
Optional Step

 

Send a Budget to
ERP Integrations for Accounting Acceptance
Send a Budget to...

 

Accept the budget for export?
Accept the budget for export?

 

Edit a Budget
Edit a Budget

 

Resend a Rejected Budget to ERP Integrations for Accounting Acceptance
Resend a Rejected Budget t...

 

Budget Update

If you need to update a budget in Procore after exporting it to Sage 300 CRE, use the workflow below as a guideline.

 

Add a Partial Budget Line Item
Add a Partial Budget L...

 

START
START

 

END
END
LEGEND
LEGEND
Optional Step
Optional Step

 

Create a Budget Modification
Create a Budget Modifi...

 

Delete a Budget
Line Item
Delete a Budget...

 

Send a Budget to ERP Integrations for Accounting Acceptance
Send a Budget to ERP Integ...

 

Do you need to update the project's budget in Procore?
Do you need to update the proj...

 

Accept the budget for export?
Accept the budget for export?

 

Edit a Budget
Edit a Budget

 

Resend a Rejected Budget to ERP Integrations for Accounting Acceptance
Resend a Rejected Budget t...
BUDGET EXPORTED TO SAGE 300 CRE
BUDGET EXPORTE...
UPDATE OPTIONS
UPDATE O...

Create and Export Commitments

Follow the steps below to create commitments in Procore and then export them to Sage 300 CRE.
Important! After a Procore project is synced with a Sage job, commitments must always be created in Procore using the steps below. Do NOT create commitments directly in Sage 300 CRE.

 

Which type of commitment
will you create?
Which type of commitment...

 

Create a Subcontract
Create a Subcontract

 

Create a
Purchase Order
Create a...

 

Send a Commitment  to ERP Integrations for Accounting Acceptance
Send a Commitment  to...

 

START
START

 

END
END
COMMITMENT EXPORTED TO SAGE 300 CRE
COMMITMENT EXP...
LEGEND
LEGEND
Optional Step
Optional Step

 

Accept the commitment
for export?
Accept the commitment...

 

Edit a Commitment
Edit a Commitment

 

Resend a Rejected Commitment to ERP Integrations for  Accounting Acceptance
Resend a Rejected Commitme...
APPROVE
APPROVE
APPROVE
APPROVE

 

Create and Export CCOs

Follow the steps outlined below to create Commitment Change Orders (CCOs) in Procore and then export them to Sage 300 CRE.
Important! Change orders can only be created from synced commitments.


Is the Change Events
Tool Enabled?
Is the Change Events...


Create a CCO
Create a CCO


Create a CCO from
a Change Event

Create a CCO from...


Send a CCO to ERP Integrations for Acceptance
Send a CCO to ERP Inte...


START
START


END
END
CCO EXPORTED TO SAGE 300 CRE
CCO EXPORTED T...
LEGEND
LEGEND
Optional Step
Optional Step


Edit a CCO
Edit a CCO


Resend a Rejected CCO to ERP Integrations for Accounting Acceptance
Resend a Rejected CCO to E...


Accept a CCO for Export?
Accept a CCO for Expor...

 

Create and Export PCCOs

Follow the steps outlined below to create Prime Contract Change Orders (PCCOs) in Procore and then export them to Sage 300 CRE®.

 

Create a Prime PCO
Create a Prime PCO

 

Send a PCCO to
ERP Integrations for Accounting Acceptance
Send a PCCO to...

 

END
END
PCCO EXPORTED TO SAGE 300 CRE
PCCO EXPORTED...
LEGEND
LEGEND
Optional Step
Optional Step

 

Edit a PCCO
Edit a PCCO

 

Accept a PCCO
for Export?
Accept a PCCO...
What is your Prime Contract Change Order Tier Setting?
What is your Prime Contract...

 

START
START

 

Create a COR
Create a COR
Create a PCCO
Create a PCCO

 

Resend a Rejected PCCO to ERP Integrations for Accounting Acceptance
Resend a Rejected PCCO to...
1-Tier
1-Tier
2- or 3-Tier
2- or 3-Tier
2-Tier
2-Tier
3-Tier
(uncommon)
3-Tier...

Create and Sync Vendors

There are two different ways to sync vendor data between Procore and Sage 300 CRE.

Important! Vendors can be created in either Procore or Sage 300 CRE.

 

Create a Vendor in Sage 300 CRE
Create a Vendor in Sag...
PROCORE
PROCORE
SAGE 300 CRE
SAGE 300 CRE

 

START
START

 

END
END
LEGEND
LEGEND
Performed in ERP system
Performed in ERP system

 

Where did you create the Vendor/Company record?
Where did you create the...

 

Does the matching company record already exist in Procore?
Does the matching company recor...

 

Where did you create the Company in Procore?
Where did you create the...

 

Add a Company to the Project Directory
Add a Company to the Pr...

 

Add a Company to the Company Directory
Add a Company to the Com...
PROJECT DIRECTORY
PROJECT DIR...
COMPANY DIRECTORY
COMPANY DIR...

 

Add a Sage 300 CRE Vendor to Procore's Company Directory
Add a Sage 300 CRE Vend...

 

Does the matching vendor record already exist in Sage 300 CRE?
Does the matching vendor record a...
AUTO-ADDED TO COMPANY DIRECTORY
AUTO-ADDED TO...

 

Link Vendors in Sage 300 CRE to Matching Companies in Procore
Link Vendors in Sage 300...

 

Export a Vendor/Company to Sage 300 CRE
Export a Vendor/Company...

Set Up the Subcontractor Invoices Feature

Export Subcontractor Invoices from Procore

To create and export invoices, there are two (2) workflows that must be completed in this order:

  1. Create Your Subcontractor Invoices in Procore
  2. Export Your Approved Subcontractor Invoices to Sage 300 CRE

Create Your Subcontractor Invoices in Procore



Accept or Decline an 'Invite to Bill' as an Invoice Contact
Accept or Decline an '...
DRAFT
DRAFT





START
START
Does the purchase order or subcontract have an 'Invoice Contact'?
Does the purchase order or subcontract have...
Add Invoice Contacts to a Purchase Order or Subcontract
Add Invoice Contacts t...
Create Automatic Billing Periods
Create Automatic Billi...


Create Manual Billing Periods
Create Manual Billing...
AUTOMATIC
AUTOMATIC
MANUAL
MANUAL
How do you want to create the current billing period?
How do you want to create the c...
COMMITMENTS
COMMITMENTS
INVOICING
INVOICING
Add an 'Invoice Contact' with the Commitments or Invoicing tool?
Add an 'Invoice Contact' with the Co...


Add Invoice Contacts to a Purchase Order or Subcontract
Add Invoice Contacts t...
INVOICE CONTACT
(an external collaborator)
INVOICE CONTACT...
INVOICE ADMINISTRATOR
(an internal user)
INVOICE ADMINISTRATOR...
Who will create the new invoice?
Who will create the new invoice?
Optional Step
Optional Step
LEGEND
LEGEND
Invoice Administrator (an internal user)
Invoice Administrato...
Invoice Contact
(an external collaborator)
Invoice Contact...
Commitments
Commitments
Invoicing
Invoicing


Create a New Invoice on Behalf of the Invoice Contact
Create a New Invoice o...


END
END


Send an 'Invite to Bill' to an Invoice Contact
Send an 'Invite to...


Revise & Resubmit an Invoice as an Invoice Contact
Revise & Resubmit an I...
REVISE & RESUBMIT
REVISE & RESUBMIT
Does the invoice contact want to submit an invoice for the current billing period?
Does the invoice contact want t...
RECEIVE EMAIL
RECEIVE EMAIL
ACCEPTED
ACCEPTED

Did the Invoice Administrator reject any line items on the invoice?
Did the Invoice Administrator...


END
END
DECLINED
DECLINED

General Availability
Submit a New Invoice as an Invoice Contact

General Availability...
Review an Invoice as an Invoice Administrator
Review an Invoice as an...
Are you using one of the supported ERP Integrations to sync invoices? 
(Sage 300 CRE, Quickbooks, Yardi)
Are you using one of the supported...
See the 'Export Approved Subcontractor Invoices to QuickBooks' Workflow
See the 'Export Approved S...
See the 'Export Your Approved Subcontractor Invoices to ERP' Workflow
See the 'Export Your Appro...
DRAFT
DRAFT




Limited Release
Submit a New Invoice as an Invoice Contact
Limited Release...

Export Your Approved Subcontractor Invoices to ERP

 

 

START
START

 

Resend a Rejected Invoice to ERP Integrations
Resend a Rejected Invo...
END
END
LEGEND
LEGEND
Optional Step
Optional Step
Subcontractor Invoice
Subcontractor Invoice
Complete the 'Create Your Subcontractor Invoices in Procore' Workflow
Complete the 'Create You...

 

Send Subcontractor Invoices to ERP Integration for Accounting Acceptance
Send Subcontractor Invoice...
Invoice Administrator
Invoice Administrator
Accounting Approver
Accounting Approver

 

Accept or Reject Subcontractor Invoices for Export to ERP
Accept or Reject Subc...
Invoice exported to ERP
Invoice exported t...
Accept
Accept
Reject
Reject
Update the invoice as needed
Update the invoice...