2.1 Upload bills in EzzyBills to match a Procore Subcontract

Overview

Upload a contractor invoice in EzzyBills, let AI extract the bill details, then export it to Procore and match it to an existing subcontract in just a few minutes.

I. Create a Subcontract in Procore

Before uploading bills or receipts to EzzyBills, ensure an approved subcontract exists in Procore.

At a minimum, the subcontract must include:

• Contract Company
• Line Items
• Status set to Approved
• Approved Subcontractor SOV (Schedule of Values)

Note: “Subcontract” in Procore is equivalent to “Contract Order” (CO) in EzzyBills.

Steps:

• In Procore, click Home under Project Tools on the top menu, then select Commitments under the Financial Management section. (See screenshot)
• On the Commitments page, click Create and select Subcontract from the drop-down menu. (See screenshot)
• Fill in the Contract Company field, add the required line items, and set the Status to Approved.
• Click Create at the bottom right to complete the subcontract. (See screenshot1 and screenshot2)

Note: You can initially save it in Draft status and approve it later. Just ensure it is set to Approved before uploading the related bill to EzzyBills.

Approve the Subcontractor SOV:

1. On your Subcontract page, click the Subcontractor SOV tab.
2. Click Edit Subcontractor SOV.
3. Allocate the amounts accordingly and click Save & Approve.

The subcontract is now ready to receive invoices from EzzyBills.

Note: The Subcontractor SOV is a separate tab within the Procore Commitments Tool that allows subcontractors to provide a detailed, line-item breakdown of their work. It keeps the main contract values clean while enabling accurate progress billing.

II. Set Up the Workflow for Contractor Invoices

1. Log in to your EzzyBills account and click Workflows from the left-hand menu.
2. Click New Workflow in the upper-right corner and select Create from Templates.
3. Locate and select PROCORE_CONTRACTOR_WORKFLOW, then click Create.

III. Upload Contractor Invoices in EzzyBills

1. Go to the Dashboard and upload contractor invoice files from your computer, or email them to the dedicated upload address shown on your dashboard.
2. Once uploaded, EzzyBills automatically extracts the data. If the document contains a valid Subcontract (SC) number, EzzyBills extracts it to:
   • Match the corresponding subcontract in Procore.
   • Identify the correct Procore project for export.
3. Once exported to Procore, the document status in EzzyBills updates to Complete. Click the Procore Bill link on the right side of the transaction row to view it in Procore.

IV. Verification in Procore

The bill will now appear as an invoice under its corresponding Subcontract in Procore.

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