Create a Bill of Quantities on a Main Contract using the Project's Budget

Objective

To create line items on a main contract's Bill of Quantities (BOQ) using the line items from a project's budget.

Background

After your construction project's original budget is finalised in the project's Budget tool, it is recommended that you lock the budget. Once locked, you can use the steps below to quickly import your budget line items to your main contract's BOQ. With this action, each line item on the project's budget creates a line item on the contract's BOQ.

Example

The example below shows you the line items on a budget that can be used to create corresponding line items on the contract's BOQ. For example, 01-000-Purpose: Labour, 01-002-Instructions: Labour, 01-010 Project Manager: Labour and so on.

Things to Consider

Required User Permissions:
- 'Admin' level permissions on the project's Main Contracts tool.
  
  Note
  To limit Procore users from viewing your contract data, configure the granular permissions feature when applying permission templates. See Manage Project Permissions Templates and Grant Granular Permissions in a Permission Template.
Additional Information:
- To complete the steps below, the contract will need to be in the 'Draft' status. However, if the 'Enable Always Editable Bill of Quantities' setting is turned ON in this tool, users with the required user permission to Edit a Main Contract can edit the Bill of Quantities when a contract is in any status. To learn more, What is the 'Enable Always Editable Bill of Quantities' setting?
  
  Note
  If you have incoming line items from the project's Budget tool (see Create the BOQ from the Project's Budget below) and the amounts in those line item(s) are lower than the amount(s) billed on those line item(s) in a MC/Client payment application, funding payment application, or owner payment application, an error message notifies you that the line items cannot be imported from the project's budget.
Limitations:
- If you have created multiple main contracts, please be aware that you can import budget line items to a Main Contract's Bill of Quantities (BOQ). However, you do NOT have the ability to choose which budget line items that you want to import. To learn more, see Are there any system limitations when creating multiple main contracts?

Prerequisites

Create your project's budget. See Set up a Budget.
Lock your project's budget. See Lock a Budget.
Create a main contract in the 'Draft' status. See Create Main Contracts.
Ensure your main contract's BOQ is blank. You can only use the steps below when a main contract's BOQ has zero (0) line items.
Set the accounting method on the contract. See How do I set the accounting method for a contract or funding? and Edit the Advanced Settings on a Main Contract.

Steps

Navigate to the project's Main Contracts tool.
Locate the contract to update. Then click its Number link.
Click the Bill of Quantities tab.
Below the 'Bill of Quantities' table, click Import. Then choose BOQ from Budget from the drop-down menu.
In the 'Import Bill of Quantities from Budget?' window, click Import.
- If the BOQ is blank, the following message appears.
- If the BOQ has existing line items, all existing line items will be replaced with the line items in the budget.
  
  Procore replaces any existing line items on the Bill of Quantities with the line items current in the project's budget. This can take several minutes. Once the import is complete, a GREEN banner appears to indicate the action was successful and the line items appear in the 'Bill of Quantities' table.

Next Steps

Update the Bill of Quantities on a Main Contract