Project Financials: Modernized Owner Invoice Experience (Beta)

This announcement represents a single point in time. Future releases may impact the information below.
Feature Announced: June 27, 2023  /  Beta Started: July 10. 2023  

Procore is modernizing the Prime Contract tool's owner invoice experience. This update includes new features and requested enhancements to reduce the amount of time spent creating and managing upstream invoices. Some of the key benefits of the update include:

• Automatically populating the invoice's schedule of values with costs from the selected billing period. 
• Streamlined invoice creating and bulk-updating and grouping options. 
• Improved prefill logic and better attachment handling. 
• Enhanced configuration options to group and sort line items on the Schedule of Values. 
• Bulk-select options to streamline data entry on multiple line items all at once. 
• Customize descriptions of work for export PDFs and export to an industry-standard or a customized configuration. 

Key Features

The following features are included in this release:

• Simplified Create Invoice Page
• Simplified Edit Invoice Page 

Simplified Create Invoice Page

A new experience streamlines the invoice creation process.  Procore continues to automatically create new invoices in the Draft status. You can continue to assign your invoice a number and the current open billing period is automatically selected. To learn how to create an invoice, see Create Owner Invoices. 



The Create Invoice page contains these elements. 

Element	Element Type	Description
Invoice No.	Field	Enter the invoice number. This is a required field. See Create Owner Invoices.
Billing Period	Drop-down list	Automatically selects the current open billing period. See Create Billing Periods.
Populate the Schedule of Values with Costs from the Selected Billing Period	Check box	Simply mark this box to automatically populate an invoice with cost amounts for the relevant billing period: Subcontractor invoices in the Approved, Approved as Noted, and Pending Owner Approval status. See What are the default statuses for Procore invoices? Direct costs in the Approved  status with a 'Received Date' in the billing period and a corresponding budget code from the Schedule of Values in a prime contract. See Create a Direct Cost.  Commitment change orders billed on subcontractor invoices with a corresponding prime contract change order or a corresponding budget code in the prime contract's Schedule of Values. See Create a Commitment Change Order. Commitments created from change events now use the same logic as commitment change orders to populate the Schedule of Values. A subcontractor invoice from the commitment must be in the Approved, Approved as Noted, and Pending Owner Approval status with a corresponding prime contract change order or have a corresponding budget code in a prime contract's Schedule of Values. See Create a Commitment.
Include Backup from Direct Costs and Invoices in the Selected Billing Period	Check box	Mark this box to upload attachments from related Project Financials tools that impact the billing period to an invoice. Automatic attachment uploads include: Subcontractor invoices for the selected billing period in the Approved, Approved as Noted, and Pending Owner Approval status. See What are the default statuses for Procore invoices? Direct costs with a 'Received Date' in the selected billing period and in the Approved  status with a corresponding budget code in the prime contract's Schedule of Values. See Create a Direct Cost.

Simplified Edit Invoice Page

Once created, you'll see a new page layout that organizes all the information you'll need to submit to your project's upstream collaborator. 

Easy-to-Update Card Layout & New General Tab

A new General tab on the Edit Invoice page replaces the existing Summary, Detail, and Configurable PDF tabs in the legacy experience. A new card layout breaks down your invoice's content into digestible bits to simplify data entry. In the General Information card, new invoices are placed into the Draft status automatically at creation. Click the Edit button to update the card information. Information includes Status, Invoice No., Billing Period, Billing Date, Period Start, and Period End dates. 

Convenient Summary Preview

Below the General Information card, an expandable Summary Preview provides a realistic view of the final invoice. Procore has also added a new Change Order Summary table at the bottom of the page, to summarize any additions and deductions on the invoice caused by change orders. See View a Summary Preview of an Owner Invoice. 

Flexible Schedule of Values

Procore has updated the owner invoice's Schedule of Values. You'll notice new data table features, new columns, and new column labels designed to streamline data entry and improve flexibility.

Improved Data Table

New features for the owner invoice Schedule of Values are detailed in the table below. An asterisk (*) in the table below indicates the feature is only available when the schedule of values is in edit mode. Columns also include an enterprise-grade  Overflow menu to auto size, pin, sort, and reset columns to their default settings. 

Feature	Feature Type	Description
Edit	Button	Click the Edit button to place the Schedule of Values into editing mode. To learn more, see Edit Owner Invoices.
Column View When Exported	Menu	Select Industry Standard or Custom Configuration option from the drop-down menu to change the column layout of the data table and export PDF.  To learn more, see Export an Owner Invoice.
Search	Field	Enter a keyword or a phrase to search the data table for line items that match the criteria you enter.
Select Groups to Display	Menu	Select from a variety of standard and customizable grouping options to group the data table using column data.
Table Settings	Icon	Click the  Table Settings icon to choose the row height by clicking the Small, Medium, or Large option. Use the toggles in the Configure Columns area to toggle columns ON (BLUE) or OFF (GRAY) configuration.
Expand Column Group	Icon	Click the  Expand Column Group icon to show all of the columns in that group.
Collapse Column Group	Icon	Click the  Collapse Column Group icon to show only specific column(s) in a group.
Open First Group	Icon	Click the  Open First Group icon to open the first group of columns in the data table.
Open All Groups	Icon	Click the  Open All Groups icon to open all groups of columns in the data table.
Close All Groups	Icon	Click the  Close All Groups icon to close all grouped columns in the data table.
Manage Custom Groups	Icon	In edit mode, click the  Manage Custom Groups icon to create and manage custom groups to customize how your schedule of values line items are grouped in Procore or on PDF exports.
Assign to Custom Groups	Button	In edit mode, click the Assign to Custom Groups button to add or move selected items to custom groups.
Bulk Select Line Items and Edit Values *	Checkboxes	To edit line items in bulk, click Edit to place the Schedule of Values into editing mode. Then select the desired line item checkboxes and click the Edit Values button that appears. This opens an Edit Values panel on the right side of the data table so you can edit values on multiple line items for bulk billing.

New Data Columns & Labels

The table below details the new columns in the Industry Standard view, which is listed as an option in the new Column View When Exported menu at the top of the Schedule of Values. To customize the columns when viewing and when exported, click the Table Settings icon and then toggle the columns ON and OFF as described in New Data Table Features above. 

Column	Description
Item Number	Shows the line item number.
Budget Code	Shows the budget code.
Description of Work	Shows the description of the line item's work. Users can edit the default descriptions for each line item on the invoice.
Line Item Type	Shows the contract line item type:  SOV or Change Order.
Source	Provides a hyperlink to the line item's prime contract or change order, so you can view the source.
Prime Contract Value	Shows the original value of the prime contract.
Change Value	Shows the value of any line items when from any change orders. Not every line item on an invoice has a change value. Only line items from change orders have a change value.
Scheduled Value	Shows the sum of the 'Prime Contract Value' and the 'Change Value'. Hover your mouse cursor over the tooltip for more information about this value.
Work Completed from Previous Application ($)	Shows the sum of any values in the 'Materials Presently Stored' column on related subcontractor invoices.
Work Completed from Previous Application (%)	Shows a percentage value that corresponds to the values in the 'Materials Presently Stored' column on related subcontractor invoices.
Work Completed This Period ($)	Shows the sum of any values in the 'Work Completed This Period ($) column on related subcontractor invoices.
Work Completed This Period (%)	Shows a percentage value that corresponds to the values in the 'Work Completed This Period (%)' column on related subcontractor invoices.
Previous Materials Stored	Shows a percentage value that corresponds to the values in the 'Work Completed This Period (%)' column on related subcontractor invoices.
New Materials Stored	Shows the value that corresponds to the 'New Materials Stored' column on related subcontractor invoices.
Materials Presently Stored	Shows the value that corresponds to the 'Materials Presently Stored' column on related subcontractor invoices.
Total Completed and Stored to Date ($)	Shows the value that corresponds to the 'Total Completed and Stored to Date ($)' column on related subcontractor invoices.
Total Completed and Stored to Date (%)	Shows the value that corresponds to the 'Total Completed and Stored to Date (%)' column on related subcontractor invoices.

Updated Attachments Area

For better attachment handling, a new Attachments card lets users download any attachments in a ZIP file at the click of a link. Users can also click the Edit or Upload Attachments button pictured below, to upload new files. The tool automatically uploads any attachments associated with the open billing period from clearly marked sections for subcontractor invoices or direct costs. It also adds identifying information to the beginning of Direct Costs attachment file names for easy visual identification. To learn more, see Create Owner Invoices.

New Save and Change Status Button

A new Save & Change Status button at the bottom of every owner invoice eliminates the need to change the status on the General Information tab at a later time. Now, you can simply click Save & Change Status to immediately update its status. To learn more, see Create Owner Invoices and Edit Owner Invoices. 

Example

The illustration below shows you the new Save & Change Status button at the bottom of every owner invoice. 

The example below shows you the 'Save Edits and Change Status' window.