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Procore

Set Up a Labor Budget to Actual Report

Objective

To set up a Labor Budget to Actual Report that shows a comparison of labor hours to budgeted hours for each cost code in the project.

Background

This feature allows users to upload budgeted labor hours from outside the Budget tool. They can view the comparison of Timesheet hours to these budgeted hours in a Labor Budget to Actual Report. The primary value of this report is to see the percentage of hours used for each cost code and includes calculated values like remaining and job to date hours.

Things to Consider

  • Required User Permission:
    • 'Admin' level permission on the project's Directory tool. 
  • Supported Import File Type:
    • XLSX
  • Prerequisites (If Budget tool is enabled):
  • Additional Information:
    • You do NOT need to have the Budget tool enabled to create or view the Labor Budget to Actual Report.
    • The 'Unit Quantity Based Budget' section in the project's Admin tool is only available to those who have the Timesheets tool enabled.
    • It is recommended that you only import your Budgeted Hours once. However, if you choose to import a newer version of the Budgeted Hours, any new items will be added to the report and changes to the “original” Budgeted Hours will be overwritten with the most recent version.
    • If your project has the Budget tool enabled:
      • Importing a cost code and cost type that doesn't already exist on the budget will create a new Budget Line Item (BLI).

Steps

  1. Navigate to the project's Admin tool.
  2. In the right side pane under "Project Settings", click Unit Quantity Based Budget.

    unit quantity based budget button.jpg
     
  3. Under "Import Budget Excel document", click Download Template.

    import budget xlsx.jpg

    The system downloads a copy of the project-name-import-unit-quantity-based-budget.xlsx file to the download location for your web browser.
    Important!  You must always add your project's budgeted hours into the provided template XLSX file. For compatibility reasons, it's strongly recommended that you only use the provided template (project-name-import-unit-quantity-based-budget.xlsx) for importing your budgeted hours data for the Labor Budget to Actual Report.
  4. Before updating the XLSX file, be aware of the following:
    Important! 
    • DO NOT rename any column headings in the XLSX.
    • DO NOT add, remove, or change the order of the columns in the XLSX.
    • You do NOT need to delete any unused data rows. Procore will neither import data nor create items for any rows where the Labor Hours field is blank.
  5. In the XLSX file, confirm you are on the first tab, Budgeted Time.

    budgeted time tab 2.jpg
     
  6. Enter the number of budgeted hours estimated for each cost code in the Labor Hours column (Column E).

    labor hours file.jpg
     
  7. Save your changes to the XLSX file.
    Important!  Always save the file in the .xlsx file format.
  8. Navigate back to your project Admin tool's Unit Quantity Based Budget section.
  9. In the "Import Budget Excel document" area, click Choose File.
  10. In the window that appears, select your XLSX file. Then click Open.
  11. When the file name appears next to the 'Choose File' button, click Import.
    Note:  If your project has the Budget tool enabled, the file will only import if the Budget is unlocked.

    choose xlsx file.jpg
  12. Check the import and verify that all budgeted hours entered in the Labor Hours column were properly imported by viewing them on the Unit Quantity Based Budget page or in the Labor Budget to Actual Report.

    import budget excel repot view.jpg

 

 

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