Add a Budget Line Item

Objective

To add a new line item to a project's budget. 

Background

A budget line item is a row in a data table that represents a project expenditure by cost code and cost type. If you want to perform job costing on your project, you can also present your project expenditures by sub job. Depending on your specific project, a budget can have hundreds or even thousands of line items on it. After creating a new Procore project, setting up a budget can be accomplished by adding budget line items to the project's Budget tool. To do this, you use the steps below to manually add each line item to your budget. Alternatively, you can import line items in bulk using the steps in Import a Budget.

Things to Consider

• Required User Permissions:
  • To add a new line item to a budget, 'Standard' level permissions or higher assigned to you on the 'Permissions Table' in the project's Budget tool. Note: If 'Standard' permission was assigned using a permission template, the 'Create and Edit Original Budget Amount' granular permission must be enabled on your permissions template.
  • OR
  • To edit the original budget amount:
    • 'Admin' level permissions on the project's Budget tool.
      OR
    • 'Read Only' or 'Standard' level permissions on the project's Budget tool with the 'Create and Edit Original Budget Amount' granular permission enabled on your permissions template.
• Additional Information:
  • As an alternative to manual data entry, you can also follow the steps in Import a Budget.
  • Each line item added to the budget must have a unique budget code. See What is a budget code?
    Note: You cannot add two (2) line items that share the same budget code. 
• For companies using the  ERP Integrations tool: Show/Hide  
  • If your company account has implemented an integrated ERP system, you can export the budget line items as follows:
    • Integration by Procore: Send a Budget to ERP Integrations for Accounting Acceptance
    • Integration by Ryvit: Send a Budget to ERP Integrations for Accounting Acceptance
    • QuickBooks® Desktop: Send a Budget to ERP Integrations for Accounting Acceptance
    • Sage 100 Contractor®: Send a Budget to ERP Integrations for Accounting Acceptance
    • Sage 300 CRE®: Send a Budget to ERP Integrations for Accounting Acceptance

Prerequisites

• Add cost codes to the project:
  • If your company's Procore account is NOT using the ERP Integrations tool, see Add and Edit Project Cost Codes.
  • If your company's Procore account is using the ERP Integrations tool, see How do I add or edit project cost codes when my company's Procore account is ERP-integrated? 
• If you plan to perform job cost accounting on the project:
  • Enable sub jobs on the project. See Enable Sub Jobs. 
  • Add sub jobs to the project. See Add a Sub Job to a Procore Project.

Steps

1. Navigate to the project's Budget tool. 
2. Click Create Budget Line Item.
3. Add your line item in the data entry area as follows:
   1. Sub Job. Select a sub job from the drop-down list.
      Notes:  This list is only visible and available when:
      • The sub job feature is enabled on the project. See Enable Sub Jobs. 
      • One or more sub jobs have been added to the project. See Add a Sub Job to a Procore Project.
   2. Cost Code. Select a cost code from the drop-down list. 
      Notes: To add a cost code selection to this list:
      • If your company's Procore account is NOT using the ERP Integrations tool, see Add and Edit Project Cost Codes.
      • If your company's Procore account is using the ERP Integrations tool, see How do I add or edit project cost codes when my company's Procore account is ERP-integrated? 
   3. Cost Type. Select a cost type from the drop-down list. 
      Notes: Your cost types can either be:
      • The system's default cost types. See What are Procore's default cost types?
      • A set of unique cost types created by your company's Procore Administrator. See Set Default Cost Types.
   4. Calculation Method. Choose the option button that corresponds to the desired calculation method for the line item:
      • Calculate Subtotal Automatically. Choose this option if you want the system to automatically calculate the Original Budget amount based on your Unit Quantity, UOM, and Unit Cost entries. 
        OR
      • Override Subtotal Manually. Choose this option if you want to manually enter the Original Budget amount, which overrides the system's automatic calculation.
   5. 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.
   6. Unit of Measure (UOM). Select a unit of measure from the drop-down list. To learn about the default selections in this list, see Which units of measurement (UOM) are included in Procore's master list? and Add a Unit of Measure to the Unit of Measure Master List.
   7. Unit Cost. Enter the monetary cost in this box to indicate the cost per unit of measurement.
   8. Original Budget. Enter the total amount for the new line item. Do not enter commas and/or currency symbols in this field.
4. Click Add.
5. Repeat the steps above until all of your project's budget line items have been added. 

Next Steps

• Lock a Budget

See Also

• Unlock a Budget