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Import a Main Contract BOQ from a CSV File

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Objective

To update a main contract's Bill of Quantities (BOQ) by uploading a Comma Separated Values (CSV) file to the Main Contracts tool.

Background

Things to Consider

  • Required User Permissions:
    • 'Admin' permission on the Main Contracts tool.
  • Requirements:
    • The main contract must be in the Draft status.
    • The import process only supports the CSV file format.
  • Limitations
    • Budget Codes:
      • The import template and process does NOT support budget codes (see What is a budget code?). Instead, you must enter the appropriate cost code, cost type, and sub job combination for your line items directly into the import template. 
  • Additional Information:
    • You can add multiple items with the same cost code, even if it has the same category. In the example below, two separate line items are created.
      • 02-300 - Earthwork, M, $30,000
      • 02-300 - Earthwork, M, $10,500

Steps

  1. Navigate to a project's Main Contracts tool.
  2. Locate the main contract where you want to import the BOQ. 
  3. Click Edit. 
  4. Click Bill of Quantities.
  5. (Optional) Under Import Bill of Quantities from CSV, download one of the template options:
    • Blank Template
      To download a blank template, click A Blank Template. 
      OR
    • Template with Existing Line Items
      To download a template that includes any existing BOQ line items, click One Showing Existing Line Items. 
      This downloads a template named 'csv_import.csv' to the location on your computer specified in your web browser's settings. 
      Notes:
      • Using your own template or modifying a file to match a template can result in an incompatible format which can lead to import failure and/or import errors.
      • After completing your BOQ data entry in a template, continue with the import process.
      • While using a Procore template is marked (Optional), we recommend that you always download one of these templates to complete your BOQ data entry. 
      • If the combination of the sub job, cost code and cost type are non-budgeted for a line item, this line item will be added directly to the Budget with a "?" next to the line item. See Add a Partial Budget Line Item.
  6. Update the template with your BOQ line items. 
    Notes:
    • Do NOT add, rearrange, remove or rename any of the columns or column headings in the template. 
    • To complete the import successfully, your data needs to be entered using the exact structure specified in the template.  
    • The cost code and cost type entries must exactly match the codes and types defined under Cost Codes in the project's Admin tool. See Add and Edit Project Cost Codes.

      Main Contract example import csv.png

       
  7. Complete the data entry as follows:
    1. Cost Code Name
      The detailed name of the cost code number in the following format:
      'Division-Code - Title' (e.g. 01-100 - Summary)
      Note: if you do not want to use a cost code, you must enter "None" in the Cost Code Name and Cost Code Number fields. 
    2. Cost Code Number
      The cost code number in the following format:
      'Division-Code' (e.g. 01-100)
      Note: if you do not want to use a cost code, you must enter "None" in the Cost Code Name and Cost Code Number fields. 
    3. Description
      (Optional) A more detailed description of the line item.
    4. Line Item Type
      (Optional) The cost type associated with your cost code (e.g., Labour, Materials, etc.). See Default Cost Type List.
      Notes:
      • You can modify the default cost types and add its own definitions to the list.
      • It is important that your data entries match your company's cost type list. For example, if the category type is Materials, use M and not m, materials, or Materials. Below are the Procore's default Cost Types. Invalid entries are listed as Other in the Type column. 
      • The import process is case-sensitive. 
    5. Amount: Enter a numeric value or the contract amount. (The use of commas and/or the pound symbol (£) are not required.) For example, '15000' is correct syntax. If there is no sterling amount to enter, be sure to enter 0.00 (the import will not accept a blank cell). 
      Note: Blank lines still count as lines in the import process, so be sure to delete them from the end of the BOQ file before importing. 
  8. Specify the type of import/upload action to perform.
    • Delete existing line items and add CSV as new items  
    • Keep existing line items and add CSV as new items
  9. Select the modified CSV file.
  10. Click Import.
  11. Wait a few seconds and then click the Bill of Quantities tab.
  12. Verify that the BOQ was imported as expected. 

    Main contract example import verify.png
     
  13. If you need to make further changes to the BOQ, click Edit.
    • Manually add additional line items
    • Delete a line item
    • Change the selected cost code number
    • Edit a line item's description, type and contract amount
  14. Click Save.
    OR
    Click Save and Email if you want to save your changes, as well as forward a copy of the Main Contract using Procore's built-in email feature. You'll also be able to specify recipients and include a brief message about the Main Contract.

See Also