Build Flows
Built and shownReporting and analytics

Automated WIP schedule from Procore and accounting

A WIP schedule that builds itself from Procore and your accounting system every night, with month-end figures frozen as reported.

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The problem

The WIP schedule is the report your bank, bonding agent and owners care most about, and it is usually rebuilt in Excel every month from exports. Percent complete, earned revenue and over/under billing get recalculated by hand, formulas drift, and nobody can trace a number back to the job that produced it.

What we build

We pull contracts, change orders, budgets, forecasts, cost to date and billings from Procore and your accounting system, apply standard cost-to-cost WIP math in one governed model, and publish a WIP page in Power BI. Each month-end is saved as a snapshot, so reported figures stay as reported while the live view keeps moving.

How it works

  1. 1

    Agree the WIP definitions

    We confirm revised contract, estimated cost at completion, percent complete, earned revenue and over/under billing against the WIP you already file, so the new one ties to it.

  2. 2

    Connect the sources

    Read-only API connections to Procore and your accounting system (QuickBooks Online or Sage, for example) land raw data in a Fabric lakehouse every night.

  3. 3

    Link jobs across systems

    A project crosswalk links each Procore project to its accounting job; anything unmatched stays in the totals, flagged on an exceptions page.

  4. 4

    Gate, publish and snapshot

    Data-quality checks run before refresh; a failed check keeps the last good numbers. The WIP table stores one snapshot per month.

  • Procore
  • QuickBooks Online
  • Sage 100 Contractor
  • Microsoft Fabric
  • Power BI

The value it creates

  • Time saved

    Month-end WIP is a review of numbers already computed rather than a rebuild; measure controller hours spent on WIP before and after.

  • Early warning

    Fade/gain by month and a project risk label surface margin slippage before the quarter closes.

  • Better decisions

    Over/under billing by project is current enough to act on in the next pay application.

  • Standardization

    Every project uses the same WIP formulas, documented in the model instead of hidden in cell references.

Proof

Related use cases

Frequently asked questions

Which percent-complete method does the WIP use?

By default, cost-to-cost: cost to date divided by estimated cost at completion, capped at 100%. If your company uses a different method on some contracts, we agree that during discovery and document it in the model.

Will last month's WIP change when Procore data changes?

No. The model keeps one snapshot per month, so month-end figures stay as reported. The live view reflects current data, and the two can be compared side by side.

What if our Procore forecasts are not maintained?

A blank forecast shows as blank with a 'no forecast' label rather than zero, so the report tells you which jobs need a forecast update instead of quietly producing a wrong margin.

Can we start before connecting our accounting system?

Yes. Contract, cost and forecast figures can come from Procore alone, and accounting is added for billing, AR and the cost cross-check. The free WIP template is a useful way to agree columns first.

Next step

Which report or workflow would you like to improve?

Tell us what your team does today, which systems are involved, and what you want to change. We'll discuss whether there is a practical fit.

Book a fit call Send a short inquiry

Prefer email? charley@buildflows.ai