Creating a Cash Flow Forecast for a New Project
Once the project is created you will notice a new tab named "Cash Flow" next to the Cost Tracker.
Clicking on the "Cash Flow" tab will bring you to the "Cash Flow Summary". This is a high-level preview of your latest published cash flow. The summary will display the latest published budget, the total cash flow (which is the sum of any actuals and any planned spend), and the variance between that budget and the total cash flow. If you do not have any budget published, you can add a budget directly from this tab.
Clicking the "Edit Cash Flow" button at the top right of the card will bring you to the main event: the Cash Flow Forecasting Page for that particular project.
a) The page is divided into two major areas 1) the overview card and 2) the cash flow table itself. The overview card will display the most recent published budget, the total cash flow, the start date milestone, and the end date milestone.
Below you will see the Live cash flow table. Live means that it is editable and that the actuals update in real time. This is in contrast to a published version which is a snapshot of a moment in the past and which cannot be edited.
You can navigate to the previous page you were on by clicking the top left button. It is contextual based on where you were previously, eg. the project or the capital plan.
Hovering over the budget or the total cash flow will bring up the useful tooltips.
You can toggle between different projects quickly by using the arrows on either side of the project title.
PRO TIP: the title is also a link that will take you back to the project page. Update the values of the cash flow by clicking into the editable month cells and entering in values.
Publishing a cash flow
First, make sure that you have a budget for the project. The system will not allow you to click publish at the bottom of the screen unless the project has at least one published budget. Once you are happy with your monthly values, click the PUBLISH button at the bottom right of the screen.
Once you hit publish, you will be given an opportunity to name the forecast and provide an explanation.
Viewing a Published Cash Flow
At the top left of the table, you will see a dropdown that says "Live". If you click on that drop down you will have access to all your published versions for this project.
Once you've selected a published cash flow, you can view all the values that were present at the time it was saved. Values cannot be changed in Procore. However, if you need to make a change you can always export to XLS or a new version can be published.
Capital Planning and Cash Flow Forecasting Interactions
When the cash flow for a project is published, it also updates the capital plan for the building that project is associated with.
- When at least one cash flow has been published for a project in a building, the years for the capital plan become expandable.
- You can always choose to navigate from the capital plan to a project's CFF page from the kabob icon for any project regardless of whether you've published a version.
Cash Flow Forecasting Automatic Spread
This feature provides the ability to spread cash flows on the cash flow forecasting page. Rather than having to input values manually for all periods, the user can now spread (i.e. generate automatically) cash flows using four different methods:
- Straight Line: divides the cash flow evenly over the designated time frame.
- Bell Curve: allocates the cash flows in the shape of a bell curve, or normal distribution.
- Front Loaded: allocates the cash flows to be spent more upfront, and then tapers off over time.
- Back Loaded: allocates the cash flows in the reverse of the front loaded option.
For any project or cost item on the CFF table, click the kebab and then the spread button. This will bring you into a modal with the four aforementioned options. Select the spreading method you would like to use.
Next, select the time frame for spreading the cash flows. At the bottom of the modal, you will see the spreadable amount, which is equal to the budget minus all past actuals. This number represents the costs that are expected to be incurred in the future, which is why it subtracts the costs that have already been paid.
Finally, click spread so that the modal will close and the values will spread automatically. You can make any manual adjustments to the numbers as desired.