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Procore

Create Custom Budget Reports

Objective

To create custom reports based on a configured budget view, providing greater flexibility to adapt to different company processes.

Things to Consider

  • Required User Permissions: “Admin” permissions on the company-level Admin tool and “Standard” or above level permissions on the project-level Budget tool. Users will only see financial data for projects on which they are Budget “Standard” users or above.

  • Custom budget reports can only report on a single budget view: the Custom Reporting View. The Custom Reporting View must be set up before a custom budget report can be created.

    • NOTE: If you have already created a budget view you want to report on, you will need to re-create that view using the steps below. There is currently no option to copy or duplicate a budget view to report on.

  • For non-ERP integrated projects, a Direct Costs source column pulls data from the Direct Costs tool when that tool has been turned on, and it pulls data from in-line editable Direct Costs when the Direct Costs tool is off. Please note that the report will only pull in Direct Costs values for a project based on the current Direct Costs configuration for that particular project.

  • If the Custom Reporting View is using the “Percent” format for a column, those values will not be summed up in the custom report.

  • This report should be used instead of the Financial Line Item Summary report in order to report on configurable Budget columns.

  • If your company has enabled the ERP Integrations tool, follow the steps in Create an ERP Custom Reporting View, instead of the ones below.

Set Up a Custom Reporting Budget View

To create custom reports based on configurable budget columns, a company admin must first set up a Custom Reporting View by doing the following:

  1. Navigate to the company-level Admin tool. The Company Settings page appears.
  2. Under Tool Settings, select Budget.
  3. Click the Set Up New Budget View button. The Set Up New Budget View screen appears.

set-up-budget-view.png

  1. Select Procore Standard Budget (Custom Reporting View), and then click Create.
    • NOTE: By default, the columns in Procore Standard Budget (Custom Reporting View) are the same as the columns for the Procore Standard Budget, which is the default view for the Budget tool on non-ERP Procore projects.
  2. Edit the budget view. See Set up a New Budget View for more details. All columns that are added to this view will be available in custom reporting, including calculated columns, whether they are enabled or not.
  3. Click Done.
    You can now use columns from this view when you create a custom report. You can make a Budget Custom Report by returning to the Reports tool and selecting the Budget tool in Step #6 of Create a Custom Company Report.

custom-budget-report.png

Create an ERP Custom Reporting View

The following procedures are for accounts that use ERP integrations.

Custom Reporting View with All ERP Projects

These steps should be used for accounts where all projects use ERP integration. See Custom Reporting View with Mixed ERP Projects for accounts that have some projects with an ERP integration and other projects without an ERP integration.

  1. Follow steps 1-6 in Set Up a Custom Reporting Budget View.
  2. Click the Configure Columns button.

  3. Create the ERP Job To Date Costs column:

    • Click + Create Source Column or click Create in the top right corner and select Source.

    • Type a name for your column (e.g. ERP Job to Date Costs).

    • Select ERP Job Costs as the Column Source.

    • Mark the box next to “ERP Job to Date Costs”.

    • Click Create.

  4. Create the ERP Direct Costs column:

    • Click + Create Source Column or click Create in the top right corner and select Source.
    • Type a name for your column (e.g. ERP Commitment Invoiced).

    • Select ERP Job Costs as the Column Source.

    • Mark the box next to “ERP Commitment Invoiced”.

    • Click Create.

    • Click Create in the top right corner and select Calculated.

    • Enter a name for the column (e.g. ERP Direct Costs).

    • For the calculation, select ERP Job to Date Costs (-) ERP Commitment Invoiced.

    • Click Create.

  5. Update the Projected Costs column:
    • From the sidebar, select Projected Costs, click Edit and update the calculation to replace Direct Costs with ERP Direct Costs.
    • Click Update.
  6. Delete non-ERP columns:
    • From the sidebar, select (non-ERP) Job to Date Costs and click Delete.
    • From the sidebar, select (non-ERP) Direct Costs and click Delete.

      • Note: If you cannot delete this column initially, first close the budget view by clicking Done. Once you reopen the Custom Reporting View and go into “Configure Columns”, this column can be deleted.

      • From the sidebar, select (non-ERP) Subcontractor Invoices and click Delete.

  7. Close the Configure Columns popup by clicking the X in the top right corner.

  8. If you want to rearrange columns, complete the following procedures (or configure the column order in the Reports tool):

    • Hover your mouse over the name of the column you want to rearrange.

    • Click the column and drag the column to its desired location. The location can be adjusted by dragging and dropping the column to the preferred location on the view.
    • Release the mouse to drop the column.

  9. Assign this view to projects for which you want it to apply.

  10. Click Done.
    You can now use columns from this view when you create a custom report by selecting the Budget tool in Step #6 of Create a Custom Company Report.

Custom Reporting View with Mixed ERP Projects

If, during the life of a project, direct costs were created in Procore, and then the project was decided to be integrated and the Direct Costs tool disabled, there may still appear values from both sources for the given project.

  1. Follow steps 1-6 in Set Up a Custom Reporting Budget View.
  2. Click the Configure Columns button.

  3. Create the ERP Job To Date Costs column:

    • Click + Create Source Column or click Create in the top right corner and select Source.

    • Type a name for your column (e.g. ERP Job to Date Costs).

    • Select ERP Job Costs as the Column Source.

    • Mark the box next to "ERP Job to Date Costs."

    • Click Create.

  4. Create the ERP Direct Costs column:

    • Click + Create Source Column or click Create in the top right corner and select Source.
    • Type a name for your column (e.g. ERP Commitment Invoice).  If you want to match the naming of the non-ERP version of this column, name it ERP Subcontractor Invoice.

    • Select ERP Job Costs as the Column Source.

    • Mark the box next to “ERP Commitment Invoiced”.

    • Click Create.

    • Click Create in the top right corner and select Calculated.

    • Enter a name for the column (e.g. ERP Direct Costs).

    • For the calculation, select ERP Job to Date Costs (-) ERP Commitment Invoiced.

    • Click Create.

  5. Update the Projected Costs column:
    • From the sidebar, select Projected Costs and update the calculation to add ERP Direct Costs.
    • Click Update.
  6. If you want to further distinguish the non-ERP columns from the similar ERP versions, rename the non-ERP columns:
    • From the sidebar, select (non-ERP) Job to Date Costs, click Edit, re-name to Non-ERP Job to Date Costs, click Update.
    • From the sidebar, select (non-ERP) Direct Costs, click Edit,  re-name to Non-ERP Direct Costs, click Update.

    • From the sidebar, select (non-ERP) Subcontractor Invoices, click Edit, re-name to Non-ERP Subcontractor Invoices, click Update.

  7. Close the Configure Columns popup by clicking the X in the top right corner.

  8. If you want to rearrange columns, complete the following procedures (or configure the column order in the Reports tool):

    • Hover your mouse over the name of the column you want to rearrange.

    • Click the column and drag the column to its desired location. The location can be adjusted by dragging and dropping the column to the preferred location on the view.
    • Release the mouse to drop the column.

  9. Assign this view to projects for which you want it to apply.

  10. Click Done.
    You can now use columns from this view when you create a custom report by selecting the Budget tool in Step #6 of Create a Custom Company Report.

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