1.3 Adding Project Manager Approvals in the Procore PO Process

Overview

If your organization requires bills and receipts under a purchase order (PO) to be reviewed and approved before they are processed, EzzyBills can be configured to support this process.

By setting up Project Manager approvals, bills and receipts submitted against a Procore PO are routed for review, ensuring appropriate stakeholders approve transactions before they are pushed through to Procore.

In this guide, you will learn how to configure and use Project Manager approvals as part of your Procore PO workflow.

I. Prepare a PO in Procore

Before uploading bills or receipts to EzzyBills, ensure an approved Purchase Order (PO) exists in Procore.

At a minimum, the PO must include:

• Contract Company
• Line Items
• Status set to Approved

Identifying Your Approver

Bills and receipts can be routed for approval to either the PO Creator or the PO Assignee.

To identify the Creator and Assignee, open the relevant PO in Procore and check the General Information section:

• The Creator appears under the main General Information heading.
• The Assignee is listed in the Assigned To field.

II. Set Up Your EzzyBills Workflow

1. In the left-hand menu, click Workflow / Agents.
2. Click New Workflow in the upper-right corner.
3. Select Create Workflow Using Template.
4. When the Create Workflow menu appears, select Create from Templates.
5. In the dropdown, type Procore to filter the available templates.
6. Select the Procore Project Manager workflow, then click Create.

You have now created a Procore PO workflow that includes Project Manager approval tasks. The system workflow is named PROCORE_PROJECT_APPROVAL.

III. Set Up Your Approver

Option A: Approval by Creator (Default)

No changes are required to your PROCORE_PROJECT_APPROVAL workflow. By default, EzzyBills routes approval requests to the PO Creator in Procore.

Option B: Approval by Assignee

To route approval requests to the PO Assignee instead:

1. In the left-hand menu, go to Workflow / Agents.
2. Locate and open the PROCORE_PROJECT_APPROVAL workflow to view the Workflow Tasks screen.
3. Locate the Proj Manager Approval task and double-click it to open its settings.
4. In the Approver Type field, enter Manager.
5. Click Save.

Once saved, approval requests will be sent to the user listed in the Assigned To field of the Procore PO.

Important: Ensure the assigned approver has a valid email address registered in Procore. EzzyBills uses this email address to send approval notifications.

IV. Upload Your Bills or Receipts in EzzyBills

1. Go to the Dashboard and upload your bill or receipt files, or email them directly to your dedicated EzzyBills upload email address.
2. EzzyBills will automatically extract the data from the document. If a valid PO number is found, EzzyBills matches the transaction to the corresponding PO in Procore.
3. Once matched, the transaction is routed to the designated approver, who will receive an email containing transaction details and the document attachment. Approvers can review and edit extracted data prior to approving.
4. After approval, the transaction is exported to Procore, and the document status in EzzyBills updates to Complete.

To view the exported transaction in Procore, click the Procore Bill link on the right side of the transaction row in EzzyBills.

The original invoice file is also sent to Procore as an attachment, which appears at the bottom of the Procore invoice: