Skip to main content
Procore

Owner

Financial Management User Guide

path-owner.png

For Owners

This user guide provides project owners with information about how to use Procore's Project Financials tools to streamline your financial business processes across your project's lifecycle. You'll learn how to properly configure each financial tool as well as perform common financial tasks according to Procore's recommended best practices. 

Some of the things you'll learn in this guide include:

  • How to set up your project's cost codes. Review Procore's default cost code structure and learn the basics for setting up project cost codes. See Cost Codes Setup.
  • How to add or import an accurate project budget. Learn how to add budget line items to your project, configure and assign budget views to your project, and how to set up a forecasting view to identify and track critical project costs. Use data collected from the field to track your project's labor costs and to log production quantities in your budget. Learn how to create budget modifications to reallocate funds from one budget line item to another.  See Budget Setup.
  • How to create one (or multiple) prime contracts for your project. Set up your prime contract tool and learn about the considerations to keep in mind if your project has multiple funding sources or delivery methods. Manage the owner invoice process and create a payment received log. See Prime Contracts.
  • How to manage your project's contracts. Learn about the Commitments tool's configuration settings and how to create contracts. Designate invoice contacts on your contracts. See Commitments.
  • How to improve oversight and management project changes. Choose between managing change orders with or without the Change Events tool. Configure your change order tier settings for your contracts. Bring change management to the field––facilitating faster approvals, more accurate communication, and eliminating the need to proceed at risk. See Change Management with Change Events and Change Management without Change Events.
  • How to administer the invoicing process for your project's subcontractors. Define your billing periods and choose your project's desired method for creating and submitting subcontractor invoices. See Owner Invoices & Subcontractor Invoices.
  • How to create and record payments. Once owner invoices and subcontractor invoices are approved and completed, you can create payments in Procore to keep a record of payments received. See Payments.

Cost Codes Setup

The first step when setting up Procore's Project Financials tools in a Procore project is to verify that your cost codes were set up by the person who created your new project. In Procore, a cost code is one (1) of two (2) default segments that are required on a budget code:

  • Cost Code is a code that defines the specific type of work being completed on a construction project. It is part of a budget code, which is used to identify line items in Procore's Project Financials Tools.
  • Cost Type is a set of costs identified by a unique abbreviation or label. It is associated with a cost code and used to categorize your financial line items. Examples include L=Labor, E=Equipment, M=Materials, C=Commitment, OC=Owner Cost, SVC=Professional Services, and O=Other.

Background

Procore default cost codes include a default cost code structure that aligns to the CSI MasterFormat® . For details, see What are Procore's Default Cost Codes? However, your company might have requirements that lead you to create a unique cost code structure. When that is the case, you can import custom cost codes into either the Company level Admin tool. See Import Cost Codes to Procore.

 Tip

Do we need to create a unique cost code structure? When thinking about all the types of work performed on a construction project, you will need cost codes to manage and track your work. With cost codes, your team can track, manage, and create reports on quantities, amounts, budgets, and other financial information (such as profit). 

Some questions to ask when creating a unique cost code structure:

  • Are you going to set up a budget to track work for a general contractor? 
  • Do you need more specific codes to address specialty work? For example, masonry, painting. 
  • Do we want to create codes that are specific to one project? Or should they be reusable on multiple projects? 
  • Do you want your codes to be set up in a particular order? For example, phased or chronological? 
  • Who on your team will be using your codes? What costs and/or profits do they want to track?

As you prepare for the implementation process, Procore suggests that you always review your project and cost spreadsheets with your Implementation Manager, who can help you decide which cost codes and cost types will work best for your business. 

Budget Setup

The Budget tool shows details about all estimated costs related to a project. The first step is to create your budget directly in Procore (or you can alternatively import an existing budget). Owners commonly use the budget as an internal tool for managing project contracts and costs associated with various contractors. It is also used to track the estimated cost of completion—to show where you are under/over your budget across projects. However, for privacy reasons, budget information is typically hidden from external collaborators.

The Company level Admin tool lets you set up a budget view (see What are Procore's standard budget views?), which is a custom way of configuring and viewing your budget. Your custom budget view can include a wide variety of data columns, such as Original Budget Amount, Budget Modifications, Revised Budget, Pending Budget Changes, and more.

For more information about the Budget tool, see the Budget landing page.

Forecast to Complete

Procore's Project Financials tools send data to the Budget tool through the related budget codes assigned to each tool's line items. As a result, you'll be able to use Procore's Forecast to Complete feature to accurately forecast the estimated additional cost of each line item.

For more information about the Budget tool, see the Budget landing page.

Budget Modifications

The Budget Modification column allows you to reallocate funds on your budget to transfer money between Budget line items. For example, if you have cost savings related to one budget code because it came in under budget, but expect another budget code to come in over budget, you can pull funds from the former budget code and add it to the latter as a contingency. Since budget modifications only appear on the Budget tool, external team members or vendors will not see your internal budget adjustments. However, it will give you a better method for strategically balancing budget line items throughout the course of construction to make sure you stay under budget.

For more information about the Budget tool, see the Budget landing page.

Advanced Forecasting

With Procore's Advanced Forecasting view, your company can spread budget values over future months to help project teams evaluate potential cost conditions by creating customized advanced forecasting views and assigning those views to project budgets. Important things to note include:

  • Your company's Procore Administrator can create customized forecasting templates using the system's default 'Procore Standard Forecast' view (see About the Procore Standard Forecast View) in the Company level Admin tool.
  • The steps for configuring columns and assigning the view to projects are similar to the steps used to create budget views—but specifically tailored for use with a new Forecasting tab which is available in the Budget tool. For instructions, see Set Up a New Forecasting View.

Direct Costs

Direct Costs are the costs your business incurs that are not associated with commitments (for example, reimbursable expense, and overhead costs). The different types of direct costs that users can create in Procore are invoices, expenses, and payroll. Invoices are received from a vendor and are costs that are not tied to a commitment with that vendor. Expenses are used to track costs that are allocated from the company to the project, for things such as computers, phones, travel, and so on. You can also track monthly payroll costs and classify them by cost code so that the payroll amounts reflect each month on the budget.

For more information about the Direct Costs tool, see the Direct Costs landing page.

Prime Contracts Tool

Owners with an upstream budget approval requirement (or an internal general contractor) often find value using the Prime Contract tool to set up upstream contracts and invoices. After your budget is set up and visible in the project's Budget tool, you can create your project's prime contract. This is where all of your receivable invoices (also called, upstream billings) and prime contract change orders will be created and managed.

If a project's budget and prime contract are identical, or if the prime contract is a division-level summary of the budget, then the budget can be used to create the prime contract. Often, the internal budget and the external prime contract have different levels of detail, so the prime contract is not just a division-level summary of the budget.

You can set up the prime contract Schedule of Values (SOV) directly in Procore, or you can import one. After setup is complete, your prime contract must be approved before project users can create change orders or owner invoices. If Prime Contracts are not desired, the Prime Contract tool can be removed. See Add and Remove Project Tools.

For more information about the Prime Contract tool, see the Prime Contract landing page.

If the Prime Contract tool is disabled, see the links below:

Commitments Tool

Once the prime contract is approved (or if you chose to remove the Prime Contract's tool from your project because you don't have an upstream budget approval requirement) you can set up your contracts.  In Procore, there are two types of contracts: purchase orders and subcontracts.

 Tip
Does your organization refer to your purchase orders and subcontracts as 'contracts'? For English-speaking audiences, Procore can be configured to use an English dictionary that changes the Point-of-View (POV) for Procore from a 'General Contractor' to an 'Owner'. When you are implementing Procore, we recommend talking to your Implementation Manager to see if setting up this dictionary would be right for your team. Procore's 'en-owner' dictionary is only be enabled when requested by your company's Procore Administrator

Purchase Orders

In Procore, a Purchase Order (PO) is a documented financial commitment that details the types, quantities, and agreed-upon prices for products or services. As part of the procurement process, purchase orders are created by a 'buyer' (for example, a project owner) and issued to a 'seller' (for example, a general contractor,  subcontractor, or specialty contractor) to cover the cost of a contract. Once accepted by the 'seller,' a purchase order represents an agreement between the two parties.

To learn more, see Create a Purchase Order.

For more information about the Commitments tool, see the Commitments landing page.

Contracts represent the contractual agreement between the Owner company and the contractors/vendors that will be performing a scope of work. Contracts are either created from a winning bid or are created manually from the Commitments tool. When you link a contract line item to a prime contract line item, the connection will be reflected on prime contract reports like the Buyout Report and the Job Cost to Budget Comparison Report (Note: this option is only available when not utilizing change events). When you select the related budget code for the contract or purchase order that it's associated with, the connection is automatically reflected on all budget reports (Budget Detail Report, Budget Summary Report, etc.) Commitment line items will appear on the budget just like commitment change orders.

Change Management with Change Events

Procore's Change Events tool was designed for any work project that can potentially result in an additional cost. With this tool, you create a change event that helps your team better understand the potential cost of a change, before it becomes an actual cost. After creating a change event, you can then use the tool to create an RFQ (Request for Quote), which is sent to the appropriate subcontractors for pricing.

After RFQs are created and your contractors respond with a quote, your team can also create change orders that are based on the submitted quote. You can configure your change order workflow by setting the number of change order tiers: one, two, or three tiers. More change order tiers make for a more complex workflow but provide an increased amount of control. See What are the different change order tiers?

Example

The sample image below shows you how a company might manage its change management process using the Change Events tool. Keep in mind that this image is just showing you the options you have when enabling the Change Events tools.  If you would prefer to simply create change orders, you do not have to enable the Change Events tool. 

Learn More

To learn more about the Change Events tool, please read:

For more information about the Change Events tool, see the Change Events landing page.

Change Management without Change Events

After you build out your commitment contracts, you can then create change orders to account for additional costs. While most owners prefer to start out using the 2-tier change order tiers, the choice to configure it to use a 1-tier, 2-tier, or 3-tier setting exists. More change order tiers make for a more complex workflow but provide an increased amount of control.

Prime Contracts Enabled

  • What are the different change order tiers?
  • Create a PCO to outline any potential change in costs that would affect the prime contract. You can only enter a dollar amount at the PCO level. When you fill out a schedule of values for a PCO, you'll have the option to select a cost code. Ideally, it will be a cost code already in the budget. WIthin Prime Contract PCO tool, so you can see the budget increase on the Budget tab. See Create a Prime Potential Change Order (PCO)  .
  • After creating a PCO, you can create a CCO that acts as a request for pricing from the contractor who will be responsible for the scope of work outlined in the PCO. You can compare the CCO to the corresponding PCO and view your variance between the two. See Create a CCO From a Prime PCO.
  • After you've created Prime PCOs, you can roll them into Change Order Requests (COR). Change Order Requests are typically the documents that are submitted for approval, and can be used for submitting either individual Potential Change Orders (PCOs), or for grouping PCOs in order to streamline the review and approval process.
  • Once you have marked the CCO as approved, the dollar change will be reflected in the "Committed Costs" column on the Budget tool. Commitments and potential CCOs with a status of "Pending" will show up in the "Pending Cost Changes" column on the Budget tool.

Prime Contracts Not Enabled

  •  You can only enter a dollar amount at the PCO level. When you fill out a schedule of values for a PCO, you'll have the option to select a cost code.
    • Create a Change Order Request (COR) for a Commitment.
    • Change orders with a status set to "Pending" will appear in the "Pending Budget Changes" column on the Budget tool. Approved PCCOs can be added to owner invoices. Once you have marked the PCCO as approved, the total dollar amount change will be reflected in the "Approved COs" column on the Budget tool.
  • After creating a PCO, you can create a CCO that acts as a request for pricing from the contractor who will be responsible for the scope of work outlined in the PCO. You can compare the CCO to the corresponding PCO and view your variance between the two.
  • Once you have marked the CCO as approved, the dollar change will be reflected in the "Committed Costs" column on the Budget tool. Commitments and potential CCOs with a status of "Pending" will show up in the "Pending Cost Changes" column on the Budget tool.

For more information about the Change Orders tool, see the Change Orders landing page.

Owner Invoices & Subcontractor Invoices

As the project progresses and its contracts have been created and approved, you can start inviting collaborators to bill you. There are two (2) types of invoices in Procore: 

  • Owner invoices. If you are a project owner receiving funding from a bank and need to create draw requests, you can use the pre-fill features in Procore to create an owner invoice. With the pre-fill feature available on owner invoices, Procore allows you to create an owner invoice that automatically pulls in all the invoiced amounts from your project's approved subcontractor invoices, relevant direct costs, and approved commitment change orders. Procore can also compile that data into a PDF when you need to create your draw request or payment application.
  • Subcontractor invoices. If you have downstream contracts being managed in Procore's Commitments tool (for example, your contractors, subs, and other specialty contractors), you can also create subcontractor invoices. Subcontractor invoices are used by collaborators to bill you for the contract work the complete as the project progresses. 

To learn more about invoicing in Procore:

For more information, see the Commitments landing page and the Prime Contract landing page.

Payments

Once owner invoices and subcontractor invoices are approved and completed, you can create payments in Procore to keep a record of payments received. 

  • Track owner invoices made on the Prime Contract side:
  • Track draw requests made on the Commitments side. When you consistently update the "Payment Issued" tab, the "Paid To Date" column on your budget reports will automatically be updated to reflect those changes.

For more information, see the Commitments landing page and the Prime Contract landing page.