Import your budget from Procore or Buildertrend

1. Who can import, and when

Only the GC seat can import, and only while the project is a draft, before the scope is submitted with Submit SOQ for Approval or locked.

The Import from file button is on the project's Scope tab, next to Add Item. If you do not see it, the project is past draft or your seat is not the GC.

2. Get the file out of Procore or Buildertrend

Procore: open the project's Budget tool, choose Export, then CSV. Procore asks for Standard permission or higher on the Budget tool. The file holds the columns of the budget view you have open, so export a view that shows a description, a quantity and a unit cost for each line.

Buildertrend: export the estimate or budget as an Excel (.xlsx) or CSV file. VisiPay reads its Title, Description, Quantity, Unit, Unit Cost and Cost Code columns.

The file must be CSV or Excel (.xlsx), no larger than 2 MB, with no more than 500 rows. From an Excel file, only the first sheet is read.

Every line needs a description and a quantity. A lump sum is entered as a quantity of 1. A line with a price needs a unit price, not only a total.

3. Import, step by step

1. Open the project and choose the Scope tab.

2. Choose Import from file.

3. Under Exported from, pick Procore or Buildertrend.

4. Under File, pick the file you exported.

5. Choose Preview.

6. Check the column choices. Each field (Item name, Description, Quantity, Unit, Unit price, Cost code and Amount) shows the column of your file it reads. To change one, pick another column, or Not in this file. The preview reads the file again each time you change one.

7. Read the row list. Each row shows Imports, or Not imported with the reason.

8. Choose the Import button. It names how many lines will be added, for example Import 12 lines. Only the rows marked Imports are added.

The header row can be anywhere in the first 25 rows of the file, so a title or a project name above it is fine. Blank rows are skipped.

4. What each Not imported reason means

• No description: the row has no description. Add one in the file. From Procore, a blank description is filled with the cost code; from Buildertrend, with the Title.
• No quantity: the row has no quantity. Add one. Enter a lump sum as 1.
• A priced line needs a quantity, and this row has none: the row has a price but no quantity. Add the quantity.
• The quantity is not a number: write the quantity as a plain number, like 42 or 12.5, with no words or units in the cell.
• The quantity is 0: a line needs a quantity greater than 0.
• The quantity is below 0: a line needs a quantity greater than 0. Take out the minus sign or the brackets.
• The unit price is not a dollar amount: write it as a number, like 185.50, with or without a dollar sign and nothing else in the cell.
• The unit price is below 0: a unit price cannot be negative. Take out the minus sign or the brackets.
• The unit price has more than two decimal places: round it to whole cents, like 185.50.
• The amount is not a dollar amount: fix the amount in the file, or set Amount to Not in this file in the preview.
• The row has an amount but no unit price: VisiPay does not divide a total into a unit price. Add the unit price to the file, or leave the row out and enter it with Add Item.
• If the whole file is refused, the message says why: the wrong kind of file, a file over 2 MB, more than 500 rows, or no columns that look like a description and a quantity. For the last one, pick the columns yourself in the preview. Nothing is added when a file is refused.

5. After the import

Imported lines are draft lines, the same as lines added with Add Item. They are numbered after the lines already on the scope, in the order of the file. You can still change them with Edit, or remove them with Delete item, before you choose Submit SOQ for Approval.

The cost code from your file goes into each line's trade field.

A row with a unit price comes in priced, with the project's markup added the same way as on Add Item. A row with no unit price comes in without a price.

Importing the same file twice adds its lines twice. If that happens, delete the extra lines before you submit the scope.

Questions

Email support@visipay.io and a person on our team will answer.