2.2 Adding Project Manager Approvals in the Procore Subcontract Process

Overview

If your organization requires contractor invoices associated with a Procore Subcontract to be reviewed before processing, EzzyBills can be configured to include a Project Manager approval step in the workflow.

With this setup, contractor invoices submitted against a Procore Subcontract are automatically routed to the designated Project Manager for review and approval. This ensures details are verified by the appropriate stakeholder before the transaction is exported to Procore.

In this guide, you will learn how to configure Project Manager approvals and how the approval process works within the EzzyBills Procore Subcontract workflow.

I. Prepare a Subcontract in Procore

Before uploading contractor invoices to EzzyBills, ensure the relevant Subcontract has been created and approved in Procore.

At a minimum, the Subcontract must include:

• Contract Company
• Line Items
• Status set to Approved
• Approved Subcontractor SOV

Identifying Your Approver

Invoices submitted against a Subcontract are routed to the Subcontract Creator for approval. To verify the Creator, open the relevant Subcontract in Procore and check the General Information section.

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 window appears, choose Create from Templates.
5. In the template search field, type Procore to filter the available templates.
6. Select the Procore Contractor Project Manager workflow, then click Create.

EzzyBills will generate a system workflow that includes Project Manager approvals for Procore Subcontract invoices. The system workflow is named PROCORE_CONTRACTOR_PROJECT_APPROVAL.

III. Upload Your Contractor Invoices in EzzyBills

1. Go to the Dashboard and upload your contractor invoices, or email them directly to your dedicated upload email address.
2. Once uploaded, EzzyBills automatically extracts the invoice data. If a valid Subcontract number is found, EzzyBills uses it to match the transaction to the corresponding Subcontract in Procore.
3. Once matched, the transaction is routed to the designated approver. The approver will receive an email containing the transaction details and document attachment. Approvers can review and modify the extracted data if needed before 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: