Add a Budget Line Item

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.

• 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 'Modify Original Budget Amount' granular permission must be enabled on your permissions template. If the granular permission is NOT enabled, line items can only be created with no value.
    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 'Modify 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. You cannot add two line items that use the same budget code. See What is a budget code in Procore's WBS?

• If your company is using the ERP Integrations tool: Show/Hide

  • If your company is using Procore with an integrated ERP system, see your integration's Things to Know page for additional details.

Your company's Procore Administrator must complete these steps:

• Add the Budget tool to the project. See Add and Remove Project Tools.

• Complete the steps in Create Your Company's Default Work Breakdown Structure.

• (Optional) Complete the steps in Create Your Project's Work Breakdown Structure.

1. Navigate to the project's Budget tool.

2. In the Budget tab, click + Create and select Budget Line Item from the drop-down list.

   

3. In the Create Budget Line Items window, click Add Line.
   

    Note

   Procore's Work Breakdown Structure includes two (2) default segments (Cost Code and Cost Type) and one (1) optional segment (Sub Job). To learn more, see What are segments and segment items?

4. Click the Budget Code cell and then click + Create (or click + next to the Budget Code cell).

5. In the Create Budget Code and Assign UOM window, configure the budget code details under the WBS Code Segment and Description section:

   1. Cost Code. Select a cost code from the drop-down list.

   2. Cost Type. Select a cost type from the drop-down list.

   3. Description. Select Concatenated to combine cost code and cost type descriptions automatically, or select Custom to enter a custom description. See Why create a custom budget code description for Procore's Project Financials tools?

6. (Optional) Click the caret icon next to Unit of Measure Assignment to expand the section and select a unit from the Unit of Measure drop-down list. See Which units of measure are included in Procore's master list? and Add a Unit of Measure to the Unit of Measure Master List.
   

   Note

   Standard Behavior (Without restrictions)

   • When UOM editing restrictions are disabled (Company or Project):

     • Selecting a UOM automatically populates the UOM value in financial line items that use this budget code, and it can be edited. See Assign a Unit of Measure to a Budget Code.

     • If the cost type has an assigned UOM, it automatically populates and can be edited. See Assign a Unit of Measure to a Company Cost Type.

   Restricted Behavior

   • When UOM editing restrictions are enabled (Company or Project):

     • Selecting a UOM automatically populates and locks the UOM value in financial line items that use this budget code, and it cannot be edited.

     • If the cost type has an assigned UOM, it appears as read-only with a lock icon and cannot be edited.

7. Click Create.

8. Enter the remaining budget line details in the table columns:

   • Calculation Method. Choose the option that corresponds to the desired calculation method for the line item:

     • Calculate subtotal automatically. Select this option for Procore to automatically calculate the Original Budget amount based on your Unit Quantity, UOM, and Unit Cost entries.
       OR

     • Override subtotal manually. Select this option to manually enter the Original Budget amount, which overrides Procore's automatic calculation.

   • Qty. Enter a numeric value in this field to indicate the number of units that correspond to the unit of measurement that you specify.

   • UOM. Select a unit of measure from the drop-down list. See Which units of measure are included in Procore's master list? and Add a Unit of Measure to the Unit of Measure Master List.
     OR
     Select a unit of measure from the drop-down list.
     

     Note

     • If a budget code has an assigned UOM, it is automatically selected by default.

     • If the 'Prevent a project team from updating a Budget Code's assigned UoM' setting is enabled, the UOM cannot be changed.

   • Unit Cost. Enter the monetary cost in this field to indicate the cost per unit of measurement.

   • Amount. Enter the total amount for the new line item. Do not enter commas and/or currency symbols in this field.

9. Click Add.

10. Repeat the steps above until all of your project's budget line items have been added.