About Budget Changes On Owner Invoices

Key features include the ability to:

• Configure ‘Budget Changes’ settings in the 'Budget Settings' page of the project's Budget tool

• Add a new 'Budget Changes Value' column and 'Budget Changes' group on the owner invoice Schedule of Values

• Create a new budget change and select the prime contract so it can be added to the owner invoice once the change is approved

• Respond to the notification banner on the most recent owner invoice's Schedule of Values by clicking Review & Add

• Review the approved changes and select the changes to add to the most recent owner invoice

• View and edit the added changes on the most recent owner invoice

Configure the 'Budget Changes' settings in the 'Budget Settings' page of the project's Budget tool

To add approved budget changes to the most recent owner invoice, an administrator must configure the 'Budget Changes' settings in the 'Budget Settings' page of the Project level Budget tool. See Configure Settings: Budget:

• Allow Budget Changes to be Billed on Owner Invoices. Adds the 'Budget Changes Value' column to the schedule of values on owner invoices, adds the 'Add to Owner Invoice' check box and 'Prime Contract' drop-down list to the 'Add Budget Changes' window, and enables the budget changes notification banner to appear at the top of the most recent owner invoice's Schedule of Values' after a change is approved. See Approve Budget Changes.

   Note

  Once approved, only Net Zero Budget Changes are eligible for adding to owner invoices.

Add a new 'Budget Changes Value' column and 'Budget Changes' group on the owner invoice Schedule of Values

After an administrator configures the 'Budget Changes' settings, the 'Budget Change Value' column appears in the project's owner invoices when you expand the 'Value' column group. This column can be turned ON/OFF in the 'Configure Columns' area under 'Value' on the Table Settings panel of an invoice's Schedule of Values. By default, the column is turned ON, but the 'Value' column is collapsed. To see it, expand the 'Value' column. A 'Budget Changes' group is also available in the Select Groups to Display drop-down list.

Create a new budget change and select the prime contract so it can be added to the owner invoice once the change is approved

After an administrator configures the 'Budget Changes' settings, a new 'Add to Owner Invoice' check box and 'Prime Contract' drop-down list on the 'General Information' card in the Create New Budget Change form. Marking the 'Add to Owner Invoice' check box lets Procore know to add the budget change to an owner invoice after approval. Users must also select a prime contract so Procore can display the notification banner to alert users to review and add the approved changes to an owner invoice.

Respond to the notification banner on the most recent owner invoice's Schedule of Values by clicking Review & Add

When a user edits the most recent owner invoice for a prime contract, a notification banner appears at the top of the Schedule of Values on the prime contract's owner invoices when newly approved budget changes are available to add to an existing owner invoice. Users can only click the Review & Add button on the most recent invoice. For all older invoices, the notification banner appears to alert the user of newly approved changes, but the Review & Add button is disabled by default. You can only review & add changes on the most recent invoice.

Review the approved changes and select the changes to add to the most recent owner invoice

After clicking the Review & Add button on the most recent invoice, the 'Review & Add Approved Changes' window appears. Users can mark the checkboxes that correspond to the budget change to add. If there are multiple budget changes or change orders, all approved changes are listed. After selecting the changes to add, click Add. A green banner appears to confirm the addition(s).

View and edit the added changes on the most recent owner invoice

Once you've added the budget change(s), they appear in the 'Budget Changes' group in the Schedule of Values. Users can bill against the budget codes that were adjusted by the budget change by editing the line item directly or using the bulk billing features. To learn more, see Edit Owner Invoices.

View a tooltip for details about the 'Scheduled Value' calculation for the owner invoice's Schedule of Values

After an administrator configures the 'Budget Changes' settings, hover your mouse cursor over the information icon on the 'Scheduled Value' column on the invoice's Schedule of Values. A tooltip that explains how the 'Scheduled Value' calculation is updated when your team is adding budget changes to owner invoices.