There are four methods by which you can import your project from Procore to Billy. In this article, we describe these methods, explore ways to troubleshoot missing vendors, and cover how to select the contract status(es) you want Billy to consider when importing Procore vendors.
PRO TIP:
Billy is now syncing all commitments in Procore to Billy. If you have multiple commitments per vendor, each commitment will show up in Billy. This is helpful for partners that have different requirements based on contract size or type. If this does not apply to you, use the 3 dots to the right of the vendor to mark them as inactive.
Procore Sync Log
Before we dive into these import methods, it's important to know that the first step to resolving syncing issues is to check the Procore Sync Log to verify why the vendor did not sync.
The Procore Sync Log is a historical record of all sync issues that occurred. Use the "View in Procore" button to take you directly to the commitment/PO/company in Procore to resolve the issue based on the error message.
If you don't see the vendor in the Procore Sync Log that you are looking to bring into Billy, this is where the Import Method and Commitment Statuses come in handy. These are the specifications set during the initial import of the Procore project that tell Billy when and how to import vendors. For example, if a project was set up to import subcontracts or purchase orders with an approved commitment status, a PO in Draft status in Procore will not sync to Billy.
Don't see a contract and need to trigger a re-sync?
First Confirm there is a valid email address for the Contact you are using in the project Directory in Procore.
If this is confirmed and you still don't see the automatic sync, you can push a re-trigger by editing the Commitment description box. Click into the SC/PO then click edit. Add a line, letter, or space to the bottom of the description box and click save. This should re-trigger the sync.
Procore Import Methods
All Companies in Project Directory
Vendors will sync to Billy from the project directory if there is a Primary Contact. If there is not a Primary Contact with an email address, we will fall back to a general email address on the company level. If there are multiple users listed in the project directory, Billy will sync them all and the first one listed in Procore will be applied to the project in Billy. All other imported contacts will be accessible in the edit contact dropdown.
If you import a project to Billy by All Companies in Project Directory and don't see a vendor sync over, there are a few things you can check in Procore's project directory to troubleshoot this:
In the General tab within the Company, select a Primary Contact from the dropdown or confirm there is a general email address input.
Ensure there is only 1 email address in the Primary Contact and general email.
Ensure the email address is correctly formatted (ie example.com is incorrectly formatted, while example@gmail.com is correctly formatted)
If the vendor still doesn't show up in Billy, remove the primary contact from the company in the project directory (select the blank field), click save, re-select the email, click save.
Only Companies with a Purchase Order in Project
Vendors will sync to Billy if there is an invoice contact on the Purchase Order. If there are multiple invoice contacts, Billy will sync them all and the first one listed in Procore will be applied to the project in Billy. All other imported invoice contacts will be accessible in the edit contact dropdown.
If you import a project to Billy by Only Companies with a Purchase Order and don't see a vendor sync over, here are the steps to take
Head to the project Commitments tool.
Click into the Purchase Order Number to view.
Under Contract Privacy, there is an area for Invoice Contacts. If this field is blank, click Edit to add.
Add an Invoice Contact and click the orange Save button. This will sync the vendor to Billy.
PRO TIPS:
Adding an invoice contact will not allow that contact to view the commitment if under Contract Privacy the Privacy setting is set to Yes (ie Private: Yes).
Billy is now syncing all commitments in Procore to Billy. If you have multiple commitments per vendor, each commitment will show up in Billy. This is helpful for partners that have different requirements based on contract size or type. If this does not apply to you, use the 3 dots to the right of the vendor to mark them as inactive.
Only Companies with a Subcontract in Project
Vendors will sync to Billy if there is an invoice contact on the Commitment. If there are multiple invoice contacts, Billy will sync them all and the first one listed in Procore will be applied to the project in Billy. All other imported invoice contacts will be accessible in the edit contact dropdown.
If you import a project to Billy by Only Companies with a Commitment and don't see a vendor sync over, here are the steps to take
Head to the project Commitments tool.
Click into the Commitment Number to view.
Under Contract Privacy, there is an area for Invoice Contacts. If this field is blank, click Edit to add.
Add an Invoice Contact and click the orange Save button. This will sync the vendor to Billy.
PRO TIPS:
Adding an invoice contact will not allow that contact to view the commitment if under Contract Privacy the Privacy setting is set to Yes (ie Private: Yes).
Billy is now syncing all commitments in Procore to Billy. If you have multiple commitments per vendor, each commitment will show up in Billy. This is helpful for partners that have different requirements based on contract size or type. If this does not apply to you, use the 3 dots to the right of the vendor to mark them as inactive.
All Companies with either a Subcontract or Purchase Order in Project
Vendors will sync to Billy if there is an invoice contact on the Subcontract or Purchase Order. If there are multiple invoice contacts, Billy will sync them all and the first one listed in Procore will be applied to the project in Billy. All other imported invoice contacts will be accessible in the edit contact dropdown.
If you import a project to Billy by All Companies with either a Subcontract or Purchase Order and don't see a vendor sync over, here are the steps to take:
Head to the project Commitments tool.
Click into the Purchase Order or Commitment Number to view.
Under Contract Privacy, there is an area for Invoice Contacts. If this field is blank, click Edit to add.
Add an Invoice Contact and click the orange Save button. This will sync the vendor to Billy.
PRO TIPS:
Adding an invoice contact will not allow that contact to view the commitment if under Contract Privacy the Privacy setting is set to Yes (ie Private: Yes).
Billy is now syncing all commitments in Procore to Billy. If you have multiple commitments per vendor, each commitment will show up in Billy. This is helpful for partners that have different requirements based on contract size or type. If this does not apply to you, use the 3 dots to the right of the vendor to mark them as inactive.
Import by Commitment Status (Relevant to PO and/or Subcontract Import Methods)
If importing by Purchase Order and/or Subcontract, you can now indicate which commitment status(es) Billy will import.
PRO TIPS:
This feature applies to newly imported Procore projects and does not apply to existing Procore-synced projects in Billy.
This feature does not apply to the Project Directory import method.
Billy does not consider ERP-synced status.
Here are the steps to import a new Procore project that syncs vendors by contract status(es):
On the project list page, click the blue "+" button and select "Import Procore Project."
Select one of the 3 import methods that allow you to import by status(es):
Only Companies with a Purchase Order in Project
Only Companies with a Subcontract in Project
All Companies with either a Subcontract or Purchase Order in Project
Select one or more contract statuses that you want Billy to import for the chosen Procore project.
Select your Procore project.