Using the Integration on a Procore Project

Derek Torres
Derek Torres
  • Updated

Prerequisites

ST-Prerequisite-Header.jpg

Before you Begin

  1. If you have not already done so, follow the initial setup instructions to connect Procore to ServiceTrade.
  2. Make sure that the following required fields are added to the Procore project:
    • Name
    • Address
    • City
    • State
    • Zip (postal code)

       

  3. Add a budget to your Procore project.

  4. Add budget line items to your Procore project. Only the cost codes assigned to your Procore project's budget with a cost type of ‘Labor’ will be available in the ServiceTrade integration.

 

Opening the ServiceTrade App in Procore

  1. In Procore, click on the Apps menu at the top of the screen.
  2. Then select ServiceTrade.
    Procore1.png
  3. Log in to the ServiceTrade app by entering your ServiceTrade user credentials.
  4. Then click the Login to ServiceTrade button.
    Note: You may not see this prompt if you have already logged into the ServiceTrade app for a different project.
  5. Authorize the ServiceTrade app to connect to Procore by clicking the Connect to Procore button.

    Note: You may not see this prompt if you have already logged into the ServiceTrade app for a different project.
    You may be prompted to re-enter your Procore login credentials. The very first time you use the ServiceTrade app, you will also be prompted to allow the ServiceTrade app access to your Procore data.

 

 

Initially Syncing the Project

When you are ready to start tracking your Procore project in ServiceTrade, you can use the ServiceTrade Integration to sync the project with a Job in ServiceTrade. This does not need to be done when the Procore project is initially created. You can sync the Procore project to ServiceTrade anytime during its lifecycle.

 

  1. Open the ServiceTrade app in Procore
  2. In the embedded ServiceTrade app, you will see a message that no Job was found for this Procore project. Select the Job type you want to use in ServiceTrade for this Procore project.
  3. Then click Sync project to ServiceTrade.
    Procore2.png

This will create a customer, a location, and a job in ServiceTrade, and will relate all three records in ServiceTrade to the Procore project.

Once the sync is complete, the app will show the job number of the newly created ServiceTrade job. You can view that job by clicking the job number link.

Procore3.png

Once your project has been synced to ServiceTrade, you can begin to collect data on that job: attachments, services, technician clock events, etc.

 

 

Syncing ServiceTrade Clock Events to your Procore Timesheet

Once your Technicians have created clock events (clock-ins and clock-outs) on your ServiceTrade Job, you can sync those clock events to the timesheet on the corresponding Procore project.

Typically you will sync these entries on a set schedule. For instance, at the end of each day, week, or payroll period.

 

  1. Open the ServiceTrade app in Procore
  2. View the list of clock events in the Clock Events section of the ServiceTrade app.
    Procore4.png
    If no clock events appear, adjust the selected date range as seen below:
    Procore5.pngOr click the Refresh button to refresh the list of clock event entries:
    ProcoreRef.png
  3. Click the checkbox next to each clock event you wish to sync to Procore.
    Procore6.pngYou can select all the available clock events at once by clicking the checkbox in the title bar of the clock events table:
    Procore7.png
    Note: Technicians who do not have a Procore Employee ID assigned (or whose ID is invalid) will be shown a warning icon, and will be highlighted in red:Procore8.png
    These technicians' times will not be synced to Procore. To fix this, see the 'Assign Procore Employee IDs to your ServiceTrade technicians' section of the Procore integration setup instructions.
  4. Select the cost code and line item type that you wish to use for the clock events that you selected. This cost code and line item type will be applied to ALL the selected clock events.
    Procore9.pngNote: Only cost codes assigned to the project budget in Procore and have a cost type of 'Labor' will be available in the 'Select cost code' dropdown. For more information about setting up your budget in Procore, see the 'Before you begin' section of this article.
  5. Click the Sync Entries to Procore button. This will sync all the selected entries to the project's timesheet in Procore.
    Procore10.png
    • If your Procore Project DOES NOT have Timesheets ENABLED - The timesheet time entries will immediately impact the project budget.  Continue to step 9.
    • If your Procore Project DOES have Timesheets ENABLED - The timesheet time entries should be reviewed and approved before they impact the project budget.
  6. Review the synced entries in the Timesheets tool in Procore.
    Procore11.png
  7. Update the synced entries as desired in Procore.
  8. Approve the Timesheet according to your company's timesheet policies.
  9. Review the budget impact of the synced entries in the Budget tool in Procore. For best visibility into labor entries, a real-time labor productivity budget view is recommended.
    screenshot.png

 

Timesheets Rounding Rules

If your Procore company has rounding rules configured for your timesheets, those rounding rules will also be applied to times synced to Procore from ServiceTrade.

If a rounding rule is configured, that rule will be shown at the top of the Clock Events section of the ServiceTrade app:

Procore12.png

The results of the rounding rules will be shown on each clock event, along with the actual times for each event:

Procore13.png

 

Using Multiple Cost Codes and Line Item Types

If you wish to use multiple cost codes (or line item types) when syncing your clock events to Procore, simply select only the events to which you want to apply the first of your cost codes, then click 'Sync Entries to Procore'. Then, select only the entries to which you want to apply the second cost code, and sync those entries. Repeat for each cost code (or line item type) you wish to use.

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