Skip to main content
Procore

Use the 'Forecast to Complete' Feature

Objective

To actively manage your budget over the lifetime of a project. 

Background

To ensure that cost projects are both accurate and consistent, it is important to actively manage your project's budget. If you are responsible for managing your project's budget (for example, a project accountant or project manager), it is common to need a detailed weekly or monthly report that clearly accounts for all the project's billable and projected costs. In addition, one of the key data metrics is to provide a forecast of the total cost to completion.

Some key features of the project's Budget tool is the 'Forecast to Complete' column. This column provides users with the ability to:

  • Estimate the 'Projected Over/Under' cost for each budget line item
    This ensures that the total in the 'Estimated Cost at Completion' column is accurate and consistent with your previous weekly or monthly projection.
  • Choose the calculation method to apply on a per-line item basis
    • The Automatically Calculate setting calculates the remaining project costs based on the difference between the 'Projected Budget' and the 'Projected Costs' in order to maintain a net zero ($0) 'Projected Over/Under' value for each budget line item.
    • The Manual Entry setting lets you add items and amounts to define a more realistic forecasting number based upon key job insights.
  • Add forecasting notes
    Record a helpful note that documents the reasoning for the forecasted value for each budget line item.

Things to Consider

  • Required User Permissions:
    • 'Standard' higher on the project's Budget tool.
  • Additional Information:
    • You can configure the 'Forecast to Complete' setting to Automatically Calculate or Manual Entry on a per-line-item basis. 
    • You can add notes to each line item.
    • The 'Notes' entry is preserved if you decide to switch between Automatically Calculate and Manual Entry (and vice-versa).
    • Important! When you switch from Manual Entry to Automatically Calculate, all previously added items will be deleted.
  • Net Zero Calculations:
    • A user with 'Admin' permissions on the Budget tool can configure the 'Forecast to Complete' column to have an automatic net zero calculation under the Budget tool's configuration settings.
      Note: This setting is applied only to new line items that you add to the budget. 
    • A lightning bolt icon icon-lightning-bolt.png in the 'Forecast to Complete' column denotes the automatic net zero calculation is being applied.
    • A question mark denotes that the 'Forecast to Complete' column cannot be edited.  See Add a Partial Budget Line Item.

Steps

When choosing the 'Forecast to Complete' calculation method to apply to a budget line item, you have these options:

Automatically Calculate

Follow the steps below to the auto-populate the "Forecast to Complete" column with the difference between "Projected Budget" and "Projected Costs" in order to maintain a $0 Over/Under value for each line item.
 

forecast2.png
 

  1. Click the hyperlinked value for a line item under the "Forecast to Complete" column.
  2. Select the "Automatically calculate $xxxx" option.
  3. (Optional) Leave a descriptive note about the change.
  4. Click Update.
  5. View your changes on the budget. In the example above, you should see the lightning bolt icon next to the value in the "Forecast to Complete" column and a net zero "Projected Over/Under" value.

Manual Entry

Follow the steps below to manually create line items for the 'Forecast to Complete' column.

  1. Click the link in the Forecast to Complete column. 
    This opens the Forecast to Complete window. 
  2. Set the Calculation Method by choosing the Manual Entry option.
  3. Click the Add New Line Item link.
  4. Enter the following information:


     
    • Description. Enter a descriptive summarization of your new line item.
    • Quantity. Enter a number.
    • Units. Enter a unit of measure. This is a free-form entry field. Fexample, enter: ls (lump sum) or hrs (hours), and so on. 
    • Unit Cost. Add the cost per unit (for example, enter 100). The default setting is zero (0).
    • Subtotal. Total cost of line item. (Units * Unit Cost).
  5. Click Update

Monitored Resources

Follow the steps below to forecast a line item with your monitored values. 

Monitored resources allows you to forecast projected costs based on resource rates and time by introducing resources, applying a time and date and adding a unit cost and utilization rate for resources within a cost code. Procore will automatically draw down the forecast to complete amount as time passes. 

  1. Click the hyperlinked value for a line item under the 'Forecast to Complete' column.
  2. Select the 'Monitored Resources' option. 
  3. Click Add New Line Item to add a new resource to the selected line item. 

    forecast-to-complete-9-26.png
    • Description: Enter in a Description for the new resource line item. Some examples include the following:
      • Project Manager Level 1, Level 2
      • Office Trailer Rental
      • Temporary Toilet Facilities
      • Temporary Storage Container Rental
    • Start Date: Select a Start Date for the resource line item.
    • End Date: Select an End Date for the resource line item.
    • Units Remaining: Under Units Remaining, select Week or Month. Procore will use today's date to automatically calculate the Units Remaining and continue to draw down the remaining amount at the end of each unit (week or month). 
    • Unit Cost: Enter in the Unit Cost associated with the resource line item. 
      • Utilization: Enter in the percent for Utilization to signify the amount of the resource that is utilized within the given duration of the line item.
        The Calculated Unit Cost, Forecast to Complete, and Planned column will populate based on what you've entered in the previous columns.
        • Calculated Unit Cost = Utilization Rate x Unit Cost
        • Forecast to Complete = Calculated Unit Cost x Units Remaining
        • Planned = Calculated Unit Cost x Total Units (based on the full duration calculated from Start to End Date).
          Note: You will not be able to pro-rate costs (e.g. 8 days=2 weeks, not 1.14 weeks).
  4. Click Done to save your changes and return to the main budget.
  5. (Optional) Leave a descriptive note about the change.
  6. Add more line items, as necessary.
  7. Click Update.
  8. View your changes on the budget.

See Also

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.

 

  • Was this article helpful?