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Import a Budget

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Objective

To import a project's budget into Procore. 

Background

When setting up your budget in a new Procore project, you have the option to add the line items manually (see Add a Budget Line Item) or use the steps below to import your data. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Budget tool.
      OR
    • 'Read Only' or 'Standard' level permissions on the project's Budget tool with the 'Import Budget From File' and 'Create and Edit Original Budget Amount' granular permissions enabled on your permissions template
       Notes
      • If a user with 'Read Only' or 'Standard' permissions has only the 'Import Budget From File' granular permission enabled, they can only import a budget. They cannot manually create or edit the budget. 
      • If a user with 'Read Only' or 'Standard' permissions has only the 'Create and Edit Original Budget Amount' granular permission enabled,  they can only manually create or edit a budget. They cannot import a budget. 
  • Supported Import File Type:
    • XLSX
  • Additional Information:
    • To import multiple line items with the same cost code, each item MUST have a different cost type assignment. For example:
      • 02-300 - Earthwork, M, $30,000
      • 02-300 - Earthwork, L, $10,500
  • Limitations:
    • Exported Procore Budget files are NOT supported. CSV and PDF export files contain additional data columns and cannot be used to reimport a budget.
    • Budget Codes
      • The import template and process does NOT support budget codes (see What is a budget code?). Instead, you must enter the appropriate cost code, cost type, and sub job combination for your line items directly into the import template. 
 Tip

To avoid overwriting the values in a project's budget, Procore recommends importing your budget once. If you want to import a new version of your budget, you may. However, it's important to keep these points in mind:

  • Any line items added to your original import will be added. 
  • All changes to the 'Original Budget' values on existing line items are overwritten.
  • If you want to preserve 'Original Budget' values, make sure the values in the updated import file match the original import file before importing it into Procore. 

For assistance with an import, email: support@procore.com

Steps

Download the Budget Import Template

  1. Navigate to the project's Budget tool.
  2. Unlock the project's budget. See Unlock a Budget and Unlock a Budget with Budget Modifications.
  3. Under Import Budget, click Download Excel Template. 
     Notes
    • The system downloads a copy of the budget.xlsx file to your web browser's specified download location. 
    • Always add your project's budget into the provided template file.
    • For compatibility reasons, it's strongly recommended that you only use the provided template (budget.xlsx) for importing your budget data. The columns in the budget import template do NOT match the columns in the budget export file generated with the Export > CSV or Export > PDF menu options. It is important to note that budget export files cannot be imported into the Budget tool. 
  4. Before proceeding with the import, review this important warning:
     Warning

    The budget import template that you downloaded must be used for the import. In addition, the column layout and headings in the template are required:

    • DO NOT rename any column headings in the template.
    • DO NOT add, remove, or change the order of the data columns in the template.
    • If you require a unit of measure that is NOT included in the template's UOM drop-down list, contact your company's Procore Administrator who has the appropriate permissions to add units of measure to the UOM Master List. See Update a Unit of Measure on the Unit of Measure Master List.
    • If you plan to import budget line items with cost codes, the codes must exactly match the cost codes in the project's Admin tool (see Add and Edit Project Cost Codes). Your also need to Set Default Cost Types and ensure each cost code is associated with at least one cost type. See Assign Default Cost Types To Cost Codes. This ensures you can create budget codes when adding line items. See What is a budget code?
    • If you complete the template file manually, you do NOT need to delete any unused data rows.
    • It is not necessary to delete unneeded line items where the Cost Type and Budget Amount fields are blank; if you leave these lines in the template, Procore will neither import data nor create items in your budget for these rows.

Update the 'Budget Line Items' Worksheet

  1. On your computer, open the downloaded budget.xlsx file in Microsoft Excel.
  2. Click the Budget Line Items worksheet. 
  3. Enter your budget line item data on each row as follows:
    • Sub Job Code. This column only appears when the sub job feature is enabled in Procore (see Enable Sub Jobs). Enter the code for the sub job. To learn how to add sub job codes to Procore, see Add a Sub Job to a Procore Project. 
    • Cost Code. Enter the cost code number in the following format: 'Division-Code' (For example, 02-200).
    • Description. Enter the cost code description. For example, Site Preparation, Site Demolition, and so on. 
    • Cost Type. Enter cost type abbreviation. For example, L=Labor, E=Equipment, M=Materials, and so on.
       Note
  4. Update the unit-based details in the template (see How do I add unit-based line item details in the budget import template?) as follows:

    uom-drop-down.png
     
    • Manual Calculation. Enter true or false:
      • Type true if you want to manually enter the Budget Amount, which overrides the system's automatic calculation.
      • Type false if you want the system to automatically calculate the Budget Amount amount based on your Unit Quantity, UOM, and Unit Cost entries. 
    • Unit Qty. Enter a numeric value in this box to indicate the number of units that correspond to the unit of measurement that you specify.
    • Unit of Measure (UOM). Select the correct unit of measurement for each line item using the drop-down list in the template. These selections match your company's UOM Master List. For a unit to be available in the drop-down list, your Procore Administrator must update the UOM Master List before you download a copy of the template. For more information, see Which units of measure (UOM) are included on Procore's master list? and Update a Unit of Measure on the Unit of Measure Master List.
    • Unit Cost. Enter the monetary cost in this box to indicate the cost per unit of measurement.
    • Original Budget. Enter the total amount for the new line item. Do not enter commas and/or currency symbols in this field.
  5. Save your changes. Always choose the Excel Workbook (.xlsx) file format when saving your data. 

Optional: Update the 'Budgeted Production Quantities' Worksheet

  1. On your computer, open the downloaded budget.xlsx file in Microsoft Excel.
  2. Click the Budgeted Production Quantities worksheet. 
  3. Enter your budget's production quantities line item data (see What are 'production quantities'?) on each row as follows:
    • Cost Code. Enter the cost code number in the following format: 'Division-Code' (For example, 02-200).
    • Description. Enter the cost code description. For example, Site Preparation, Site Demolition, and so on. 
    • Production Qty. Enter a numeric value in this box to indicate the budgeted production quantity that corresponds to the UOM that you specify.
    • UOM. Select the correct unit of measurement for each line item using the drop-down list in the template. These selections match your company's UOM Master List. For a unit to be available in the drop-down list, your Procore Administrator must update the UOM Master List before you download a copy of the template. For more information, see Which units of measure (UOM) are included on Procore's master list? and Update a Unit of Measure on the Unit of Measure Master List.
  4. Save your changes. Always choose the Excel Workbook (.xlsx) file format when saving your data. 

Import the Data from the Budget Template

  1. Navigate back to your project's Budget tool.
  2. Under Import Budget, click Choose File. 
    Note: The 'Import Budget' area only appears when the budget is unlocked. See Unlock a Budget.
  3. In the window that appears, select your file. Then click Open. 
  4. When the file name appears next to the 'Choose File' button, click Import.

    import-budget-excel-2.png
     
  5. Review the imported data in the project's Budget tool to verify that the line item data was imported as you expected.
  6. Optional:  If you want to edit your budget line items, you have these choices:
  7. Once you are satisfied with your budget, click the Lock Budget button.
     Notes
    • When you lock the budget, users can no longer change the 'Original Budget' amounts.  
    • When the Budget tab is active, the reports tab will appear differently:
      • The project will no longer have the Budget Forecast Report or Budget Summary Report
      • The project will gain the Budget Modifications Report and the Budget Detail Report

 

If you would like to learn more about Procore’s budget management software and how it can help your business, please visit our construction budgeting software product page here.