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Procore

Set Up Custom Workflows

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Automate the review process by routing direct cost items based on custom organizational rules.

  1. Establish automated routing criteria and configure system rules based on expense criteria:

    1. Dollar Value Thresholds: Require additional approval steps for higher costs. For example, items over $1,000 require Secondary Approval.

    2. Cost Code Rules: Route specific trades, for example, steel or concrete directly to designated division managers.

    3. Expense Type Restrictions: Create specialized review steps for equipment rentals or regulatory permits.

  2. Define roles for each stage and designate standard approval roles to ensure operational oversight:

    1. Step 1 (Creator): Project Engineer drafts and submits the entry.

    2. Step 2 (Reviewer): Project Manager verifies costs and attachments.

    3. Step 3 (Approver): Project Accountant approves and posts to job costs.

  3. Configure Automated Notifications:
    Set up system notifications and email alerts to keep stakeholders informed:

    1. Action Required: Notifies designated approvers when an item enters their queue.

    2. Status Updates: Alerts the creator when an entry is approved or modified.

    3. Rejections: Sends immediate notifications with reviewer notes back to the submitter if revisions are needed.