About Subcontractor Invoices

Objective

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

Background

Procore's Invoice Management product includes the Project level Invoicing tool, which supports two types of invoices on a construction project:

Payable Invoices. In Procore, your accounts payable invoices are called subcontractor invoices. This tutorial provides you with an introduction to the subcontractor invoice workflow in Procore. Payable invoices are created in the project's Commitments tool, where your purchase orders and subcontracts are also created.
Receivable Invoices. In Procore, your accounts receivable invoices are called owner invoices. The receivable invoice process works with the project's Prime Contracts tool and also lets you base your owner invoices on your subcontractor invoices.

Procore's Invoice Management tools supports progress billing, so your team can incrementally collect, review and approve invoices for the agreed upon progress milestones or billing cycles identified in your contracts.

The first step of the invoicing process is to create your purchase orders and subcontracts and to designate an invoice contact for the subcontractors and vendors who will be billing you for the work they perform. The next step is for the person (or people) responsible for managing your project's invoices to set up a billing period. In this documentation, we refer to that person as the invoice administrator. A billing period allows you to organize your invoices—monthly, weekly or a custom length.

For your project, you can choose to create the invoices for your subcontractors and vendors or you have option to send your invoice contacts an 'Invite to Bill'—which is a courtesy reminder to submit the invoice by the due date. After the subcontractor invoices are submitted, you can generate your project's owner invoices based on your subcontractor invoices.

Prerequisites

Create a Purchase Order or Create a Subcontract

Workflow

Workflow Details

Create Your Subcontractor Invoices in Procore
Optional: Export Your Subcontractor Invoices to an Integrated ERP System

Create Your Subcontractor Invoices in Procore

The steps in the subcontractor invoice workflow are designed for use by your team's invoice administrator(s). You also have the option to either create all of your project's subcontractor invoices on behalf of your invoice contacts or to invite your invoice contacts to submit their own invoices:

Add at least one (1) invoice contact to the purchase order or subcontract using one (1) of these tools:
- Commitments. For instructions, see Add Invoice Contacts to a Purchase Order or Subcontract.
- Invoicing. For instructions, see Add Invoice Contacts to a Purchase Order or Subcontract.
Create a billing period using the Invoicing tool:
- Create Manual Billing Periods
- Create Automatic Billing Periods
Decide who can create invoices for your Procore project. Users have these choices:
- Create an invoice on behalf of an 'Invoice Contact'
  Choose this option if you do NOT want to provide your collaborators with access permission to your Procore project. This option requires you to enter the invoice information for your collaborators. For instructions, see Create an Invoice on Behalf of an Invoice Contact.
- Send an 'Invite to Bill' to an Invoice Contact
  Choose this option if you want your collaborators to create their own subcontractor invoices. This option lets the designated 'Invoice Contact' on a commitment access the Create New Invoice form from an email invitation. For instructions, see Send an 'Invite to Bill' to an Invoice Contact.
  - If you receive an invite to bill, you can accept or decline the invite. See Accept or Decline an 'Invite to Bill' as an Invoice Contact.
    - If you accept the invite, you can then Submit a New Invoice as an Invoice Contact.
    - If you decline the invite, you will not create an invoice for the billing period. See Accept or Decline an 'Invite to Bill' as an Invoice Contact.
After the invoices are created, a user with 'Admin' level permissions must review it. See Review a Subcontractor Invoice as an 'Admin.'
- If you are an 'Invoice Contact' who has also been granted 'Standard' permission on a project's Commitments tool, you can check the status of the line items on your invoice, see any comments left by the person who reviewed your invoice submission and adjust those line item amounts as needed to resubmit your invoice for another review. To learn more, see Revise & Resubmit an Invoice as an Invoice Contact.

Optional: Export Your Subcontractor Invoices to an Integrated ERP System

If your company is using one of Procore's ERP Integrations and you want to sync the subcontractor invoices from your Procore project with an integrated ERP system, you first need to determine if subcontractor invoice exports are supported. The list below details the ERP Integrations that support subcontractor invoice exports.

ERP Integration Name	For instructions
Integration by Procore: Connects Procore to Viewpoint® Spectrum®	Subcontractor invoices cannot be synced at this time.
Integration by Ryvit: Connects Procore to Viewpoint® Vista™	Subcontractor invoices cannot be synced at this time.
Procore + Sage 100 Contractor®	Subcontractor invoices cannot be synced at this time.
Procore + Sage 300 CRE®	Export Subcontractor Invoices from Procore to Sage 300 CRE®
Procore + QuickBooks®	Export Subcontractor Invoices from Procore to QuickBooks®