1.1 Upload bills in EzzyBills to match a Procore PO

Overview

After uploading a vendor bill in EzzyBills, the system automatically extracts the bill data using AI and exports it to Procore, matching it with an existing purchase order in just a few minutes.

I. Create a PO in Procore

Before uploading bills or receipts to EzzyBills, make sure there is an approved Purchase Order (PO) available in Procore.

At a minimum, the PO should include:

• Contract company
• Line items (note: If there is no line item, the error: “Purchase Order ‘####’ is empty. EzzyBills cannot create a receipt against an empty Purchase Order” will occur).
• PO status set to “Approved”

Steps

• In Procore, on the top menu, click Home under Project Tools. Then, click Commitments under the Financial Management group. (screenshot)
• On the Commitments page, click Create, then select Purchase Order from the dropdown menu. (screenshot).
• Fill in the Contract Company field, add the required line items, and set the Status to Approved. Then, click Create at the bottom right to create the PO. (screenshot1 and screenshot2). Note: You may choose Draft status first and approve the PO later. This is perfectly fine. Just make sure the PO is approved before uploading the related bill to EzzyBills.

II. Check EzzyBills Workflows

You only need to complete this step once.

Log in to your EzzyBills account and click Workflows from the menu. You should see a workflow named PROCORE_POCHECK.

If the workflow is not available, click New Workflow on the upper right, choose Create from Templates. Then find, select and create PROCORE_POCHECK.

Click View/Edit for this workflow. You should see that the workflow contains these two tasks “Check PO Exists” and “Procore Export” (screenshot)

III. Upload Bills in EzzyBills

Go to the Dashboard and upload bill files from your computer, or email them to your dedicated upload email address displayed on the Dashboard.

Once uploaded, EzzyBills will automatically extract the bill data. If the bill contains a valid PO number, EzzyBills will extract it and use it to find the Project (instead of using the default Project), matching the corresponding PO in Procore.

After the bill is successfully exported to Procore, the document status will change to Complete. Click the Procore Bill link on the right side to view the transaction in Procore.

IV. Bill Data is Exported to a Procore PO

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

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