Overview

When inBuild syncs invoices to Procore, you can control how the synced files are named. By default, inBuild uses the original file name of each uploaded invoice. If you want a consistent naming pattern across all synced invoices, you can define a custom template using a combination of free text and dynamic variables.

This setting is found on the Procore Settings page under the Invoice File Naming Convention section.

How the File Name Template Works

The File name template field lets you build a naming pattern by combining plain text (such as separators or prefixes) with dynamic variables that are replaced with actual invoice data at sync time.

The following variables are available:

• Vendor Name — The name of the vendor or subcontractor on the invoice.

• Project Name — The name of the Procore project the invoice is associated with.

• Invoice Number — The invoice number extracted from the document.

• Invoice Date — The date on the invoice, formatted as YYYY-MM-DD.

Variables appear as styled tags inside the input field. Free text segments appear as editable inline text between the tags. When an invoice is synced to Procore, inBuild replaces each variable tag with the corresponding value and joins everything together to form the final file name.

If you leave the template empty, inBuild uses the original file name of the uploaded invoice document.

Setting Up a File Naming Convention

1. Navigate to Settings → Procore Settings.

2. Scroll down to the Invoice File Naming Convention section.

3. Click into the File name template field.

4. Type any free text you want to include, such as separators like - or prefixes like INV_.

5. Click the + Variable button on the right side of the input field to open the list of available variables.

6. Select a variable from the list (e.g., Vendor Name). The variable appears as a tag inside the input field.

7. Continue adding text and variables until your template is complete.

8. Review the Preview line below the field to confirm the naming pattern looks correct.

Your changes are saved automatically — there is no save button to click. Updates are applied after a brief delay as you type.

Editing or Removing Parts of the Template

1. Click on any text segment in the template to edit it directly.

2. Click the × button on any variable tag to remove that variable from the template.

3. Press Backspace or Delete when the text cursor is at an empty position to remove the last segment (text or variable).

To reset the template and return to using original file names, remove all text and variable tags so the field is empty.

Frequently Asked Questions