Update Prefilled Costs on an Owner Invoice

Background

Open Beta

This feature is currently in open beta and is available to Procore customers by opting into Open Beta through Procore Explore.

When project costs change, you can update prefilled values on an owner invoice to ensure your Schedule of Values (SOV) reflects current cost data. The Update Pre-Fill feature allows you to review and manage pending cost changes before applying them to an invoice.

Things to Consider

  • Required User Permissions:

    • 'Standard' or 'Admin' level permissions on the project's Invoicing tool.

  • Invoice Status Requirements:

    • The Owner Invoice must be in Draft or Revise and Resubmit status.

  • Additional Information:

    • Once a cost item is prefilled to an Owner Invoice, it is locked to that invoice and cannot be prefilled into another owner invoice on the project.

    • Updating prefill will not overwrite manually entered values on the Schedule of Values (SOV); the Computed Adjustments line reconciles differences between prefilled and billed amounts.

    • Newly selected cost attachments automatically sync to the invoice's Attachments card upon saving.

    • Choosing No for updated costs saves your preference so Procore will not prompt you for that specific cost on future refreshes unless you manually switch it back to Yes.

Steps

Step 1. Open the Update Pre-Fill Review Screen

  1. Navigate to the project's Invoicing tool.

  2. Click the Owner tab.

  3. Click the invoice number you want to update.

  4. On the Schedule of Values (SOV) tab, click Edit.

  5. In the table header toolbar, click Update Pre-Fill.

    • Note: A badge indicates the count of pending cost changes (for example, Update Pre-Fill (3)). If no costs have changed, the button displays without a count.

Step 2: Review and Filter Cost Changes

  1. In the Update Pre-Fill slide-out window, view the pending cost items.

    • Default View: By default, the table filters to show only New and Updated items. Clear the filter if you want to inspect all project costs.

    • View Switcher: Toggle between Cost Source view (grouped by subcontractor contract or direct cost) or Owner Invoice Line Item view (grouped by SOV accounting line).

  2. Review the indicators in the Change and Amount columns.

Column / Indicator

Description

Change

Displays the item's status:
• New: A newly approved cost source available for billing.
• Updated: An existing prefilled cost whose upstream amount has changed.
• Removed: A previously prefilled cost that is no longer eligible/approved.
• Not Prefilled: An available cost that was previously omitted.
• No Change: Cost amount remains identical to the initial prefill.

Amount Change Indicators

Green/Red directional icons and hover tooltips show whether the cost increased or decreased compared to the current invoice value.

Step 3: Accept or Decline Updates

  1. For New costs: Mark the checkbox next to the line item or group to include it on the invoice.

  2. For Updated costs: In the Update column, select Yes to apply the updated amount or select No to retain the existing billed value.

    Tip: If you select No, Procore remembers your preference and will not prompt you for this specific cost on future refreshes unless you switch it back to Yes.

  3. Click Save.
    A confirmation message appears, and the Schedule of Values refreshes with the updated values.

See Also

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