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How does Procore automatically complete amounts on an owner invoice?

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Background

When creating an owner invoice, Procore saves time by automatically completing the data you see on the invoice by pulling data from other Procore tools. This includes:

Answer

After you create an owner invoice, a confirmation prompt asks you to decide if you want Procore to automatically complete the fields in the invoice the amounts entered in your project's CCOs, direct costs and invoices.

prefill-owner-invoice.png

When responding to this message, you have these choices:

 
 
  • Cancel. Closes the window.
  • No Thanks. Does NOT allow Procore to automatically the invoice. 
  • Yes. Allows Procore to automatically complete the amounts on the invoice. Procore includes only amounts for the current billing period. The invoice is designed to bill by 'Division' and 'Cost Code.' It also automatically includes data from the 'Work Complete' and 'Materials Presently Stored' columns.
     Tip

    To ensure Procore includes the dollar values that you intend, ensure that the following items match the 'Division' or 'Cost Code' on the prime contract's line item;

    • The cost code and cost type on the owner invoice should match the ones on the prime contract.
    • The cost code and cost type on any direct cost line items should match the ones on the prime contract.  
    When you click Yes on the confirmation message, the relevant invoice PDFs and any invoice and direct cost PDF attachments from the selected commitment billing period will combine into a single PDF file and automatically be attached to your new owner invoice under the Attachments field. 

How Procore Uses Your Data to Autofill the Invoice 

For Procore to properly complete an invoice using the amounts from your invoice and direct costs for a commitment's billing period, the following must be true:

For Direct Cost Amounts

  • Direct cost amounts must have a status of Approved.
  • The 'Received Date' must fall within the commitment billing period 'Start Date' and 'End Date.'
  • Only direct costs from the project's Direct Costs tool will copy. 
     Important
    For customers using the ERP Integrations tool, keep in mind that Procore does NOT copy ERP direct costs to owner invoices.

For Subcontractor Invoice Amounts

  • The subcontractor invoice must be associated with the selected commitment billing period.
  • The subcontractor invoice must have a status of Approved, Approved as Noted, or Pending Owner Approval.
  • The subcontractor invoice should have at least one (1) line item.
  • The subcontractor invoice's line items must meet one of the following conditions: 
    • The cost code and cost type on the line item must match the cost code and type on either the subcontractor invoice and/or direct cost line item.
      OR
    • The cost code on the line item must be a member of the division. For example, let's assume there is a line item on a subcontractor invoice for cost code 03-300 and a separate line item for division 03. In this scenario, the amount on the line item for cost code 03-300 will be copied to the line item for division 03.
       Caution

      If a subcontractor invoice has multiple line items on a subcontractor invoice and/or direct cost line item that shares the same cost code and cost type, it is important to keep in mind that Procore will duplicate the amount on BOTH line items in the owner invoice, doubling the amount on the invoice.  To avoid this behaviour, it is important to ensure that you have only one line item per cost code/cost type combination.  

  • If you choose to compile your subcontractor invoice backup (see Compile Invoice Backups), the compiled backup will be attached to your invoice. The compiled invoice backup will also include the DocuSign©  version of the PDFs (if the DocuSign© integration is being used). 

For Direct Costs and Subcontractor Invoice Amounts

  • After an owner invoice is created, you cannot automatically copy values from subcontractor invoices or direct costs to that invoice at a later time. Instead, you must manually enter the amounts.
  • Only subcontractor invoices and direct costs amounts are copied. If the copied subcontractor invoice and direct cost are revised after the copy action is complete, the owner invoice is not updated with the revised amounts.
  • If a commitment's accounting method is Unit/Quantity-Based, only the value copies over. Quantity is NOT reflected in the owner invoice. See How do I set the accounting method for a commitment or prime contract?

Additional Information

  • CCO billed amounts are automatically filled in from the subcontractor invoice to the owner invoice when line items have the following:
    • The PCCO and its corresponding CCO need to be on the same line item as the change event that the items were created for (projects must have change events enabled).
    • Line items have change orders broken down by line item. By default, this function is automatically enabled on Procore projects created on or after March 29, 2018. 
  • When automatically filling data, this data is copied from the commitment invoices (or direct costs) and entered into the 'Detail' tab of your owner invoice:
    • Amounts from the 'Work Completed (This Period)' column on commitment invoices and direct costs are copied into your owner invoice's 'Work Completed (This Period)' column.
    • Amounts from the 'Materials Presently Stored' column on commitment invoices are copied into your owner invoice's 'Materials Presently Stored' column.