Procore Materials Management & AP Automation

Procore invoice management is the process of receiving, reviewing, approving and coding invoices against a project's commitments and project budget in Procore. Field Materials adds automation layer for AP invoices — capturing them from email, matching each line to the Procore purchase order and the delivery records, and coding them to the right project and cost codes.

‍

Procore includes Commitments for purchase orders and subcontracts, and Invoice Management for subcontractor billings. What it doesn't do is capture supplier invoices from email, read them line by line, or check them against what was actually delivered to the jobsite. Field Materials adds that layer and syncs the results back to Procore.

‍

Field Materials reads every line of the supplier invoice, matches it to the Procore purchase order, and applies the project, cost code and cost type from that commitment. Invoices with no PO are coded from the vendor's default settings or from past invoices, and a single invoice can be split across several cost codes or projects. Project managers see committed and actual costs against the Procore budget while the job is still running.

Yes — Field Materials matches each invoice line against both the Procore purchase order price and the quantity actually delivered. Field crews photograph packing slips in the mobile app, which creates the received-quantity record. Price and quantity discrepancies are flagged before the invoice posts. This is a true three-way match, not a header-total check.

Yes. Field Materials controls who approves purchase orders and invoices before anything syncs to Procore, using role-based permissions and optional dollar thresholds.

Access control

• Assign roles to users (project manager, foreman, accountant, and so on)
• Assign users to projects to control access to specific jobs — accountants, admins and purchasers have access to all jobs
• Control what each role can do within a job: edit orders, upload delivery slips and receive orders, review invoices, see prices

Purchase orders

• Up to 3 role-based approvers (Owner, PM, Purchaser) before orders go to vendors and sync to Procore
• Optional order amount thresholds — for example, over $1,000 requires PM approval, over $10,000 requires owner approval

Invoices

• Role-based approvers (Owner, Accountant, PM) control who can approve invoices before they post
• Optional invoice amount thresholds that notify the designated roles
• Optional maximum invoice amounts each role can approve

For both, approvers are notified by email, text and in-app, and Field Materials keeps an audit trail of who requested and who approved. Settings can be changed at any time.

‍

Field Materials matches your existing Procore conventions rather than forcing new ones. It connects through the official Procore API — no open ports required. Supported customizations include:

• Custom PO names and descriptions written into Procore (e.g. "job number"-"PO number"-"notes")
• Custom PO numbering schemes
• Custom invoice descriptions (e.g. "job number"-"PO number"-"invoice number")
• Lump sum or detailed PO export — orders stay itemized in Field Materials and can sync to Procore as a lump sum
• Company-level and project-specific cost codes
• Custom sales tax treatment — tax can post as a separate line item against a specific cost code
• Custom default payment terms
• Whether invoices auto-sync on approval

‍