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About Subcontractor Invoices (Legacy)

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 Legacy Content

This page details the legacy subcontractor invoice experience. A modernized experience is also available. 

Objective

To provide Procore users with information about subcontractor invoices in Procore. 

Background

In Procore, a subcontractor invoice originates in the Project Commitments tool. Before you can create an invoice, your project team must create a commitment for the project, establish a billing period, and decide which internal users and/or external collaborators will be granted permission to submit new invoices.

 Tip
A Subcontractor Invoice is a request for payment submitted by a business or individual who has entered into a binding agreement with another contracting party. In Procore, a subcontractor invoice is an equivalent term for a payable invoice.

Workflow



Accept or Decline an 'Invite to Bill' as an Invoice Contact
Accept or Decline an '...
DRAFT
DRAFT





Start
Start
Does the purchase order or subcontract have an 'Invoice Contact'?
Does the purchase order or subcontract have...
Add Invoice Contacts to a Purchase Order or Subcontract
Add Invoice Contacts t...
Create Automatic Billing Periods
Create Automatic Billi...


Create Manual Billing Periods
Create Manual Billing...
AUTOMATIC
AUTOMATIC
MANUAL
MANUAL
How do you want to create the current billing period?
How do you want to create the c...
Commitments
Commitments
Invoicing
Invoicing
Add an 'Invoice Contact' with the Commitments or Invoicing tool?
Add an 'Invoice Contact' with the Co...


Add Invoice Contacts to a Purchase Order or Subcontract
Add Invoice Contacts t...
INVOICE CONTACT
(an external collaborator)
INVOICE CONTACT...
INVOICE ADMINISTRATOR
(an internal user)
INVOICE ADMINISTRATOR...
Who will create the new invoice?
Who will create the new invoice?
Optional Step
Optional Step
LEGEND
LEGEND
Invoice Administrator (an internal user)
Invoice Administrato...
Invoice Contact
(an external collaborator)
Invoice Contact...
Commitments
Commitments
Invoicing
Invoicing


Create a New Invoice on Behalf of the Invoice Contact
Create a New Invoice o...


END
END


Send an 'Invite to Bill' to an Invoice Contact
Send an 'Invite to...


Revise & Resubmit an Invoice as an Invoice Contact
Revise & Resubmit an I...
REVISE & RESUBMIT
REVISE & RESUBMIT
Does the invoice contact want to submit an invoice for the current billing period?
Does the invoice contact want t...
RECEIVE EMAIL
RECEIVE EMAIL
ACCEPTED
ACCEPTED

Did the Invoice Administrator reject any line items on the invoice?
Did the Invoice Administrator...


END
END
DECLINED
DECLINED

Submit a New Invoice as an Invoice Contact
Submit a New Invoice...
Review an Invoice as an Invoice Administrator
Review an Invoice as an...
Are you using one of the supported ERP Integrations to sync invoices? 
Are you using one of the suppo...
Sage 300 CRE
Sage 300 CRE
QuickBooks
QuickBooks
Are You Using Sage 300 CRE or QuickBooks? 
Are You Using Sage 3...
See the 'Export Approved Subcontractor Invoices to QuickBooks' Workflow
See the 'Export Approved S...
See the 'Export Your Approved Subcontractor Invoices to Sage 300 CRE' Workflow
See the 'Export Your Appro...

Workflow Details

  1. Configure the advanced workflow in the Commitments tool to set up monthly billing periods and billing dates. You can also enable reminder emails for invoice invitations. See Configure Advanced Settings: Commitments
  2. Create a billing distribution for invoices for each commitment so you can select who you want to receive invoice invitations. See Create Invoice Contacts.
  3. Create a billing period to send invoices out for. See Start a New Billing Period.
  4. Send Invoice invitations to the billing distribution. See Send Subcontractor Invoice Invitations.
  5. Subcontractors who were invited to create invoices can do so by clicking the link in their invitation email. To edit their invoice, or create on their behalf, see Create an Invoice on Behalf of a Subcontractor.

Note: For users with the Procore + QuickBooks® Desktop integration, you can also export subcontractor invoices. See Export Subcontractor Invoices from Procore to QuickBooks® Desktop.