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Submit a New Invoice as an Invoice Contact

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 Note

On Friday, December 18, 2020,  Procore begins the first phase of a gradual rollout of the new collaborator view for the Project level Invoicing tool. On this date, this feature will be released to a limited number of Procore customer accounts. Then, over the following several weeks, the feature will continue to be rolled out to additional Procore customers until the rollout process is complete. To learn more, see Financial Management: (Coming Soon!) New Collaborator View for the Invoicing Tool.

If you are an invoice contact who needs instructions for the early access version, please see Submit a New invoice as an Invoice Contact and How do I bill for stored materials in a subcontractor invoice? instead of the instructions on this page.

Important!  If you are a Procore customer who has purchased a custom workflow (see Procore Custom Solutions),  your company account will NOT be receiving this update. This is because your project's Invoicing tool requires a customized approval path for processing your subcontractor invoices. If you have any questions about invoicing and your custom workflow, please reach out to your company's Procore point of contact.  

Objective

To submit a new subcontractor invoice as an invoice contact after accepting an 'Invite to Bill.' 

Background

If you are the designated invoice contact for a purchase order or subcontract, the company you are performing work for creates a billing period to define the 'Due Date' for submitting your invoice. Once the billing period is created, the invoice manager has the option to send you an email message with the subject line, "Project Name: User Name has invited you to bill." This invite is a courtesy reminder to help ensure that you create and submit your invoice before the due date. 

Things to Consider

  • Required User Permissions:
    • To create a new subcontractor invoice in response to an 'Invite to Bill' before the 'Due Date' of the billing period, 'Read Only' level permissions on the project's Commitments tool and you must be the designated 'Invoice Contact' on the purchase order or subcontract.
       Notes
      • Adding an invoice contact to a purchase order or subcontract also adds the person to the 'Private' list.
      • If you are the designated invoice contact and want to submit an invoice after the 'Due Date,' you must contact the company you performed the work for to request that they create the invoice on your behalf. See Create an Invoice on Behalf of an Invoice Contact. Invoice contacts cannot submit invoices in Procore after the due date passes. 
      • If you are the designated invoice contact and cannot find the 'Invite to Bill' that you were sent, you do NOT need the email message to create a new invoice. As long as it is before the 'Due Date', you can log in to Procore and navigate to the Commitments tool to create the new invoice for the purchase order or subcontract.

Prerequisites

Steps

Step 1: Enter an Invoice Number

  1. In the 'Create New Invoice' page in Procore, the following fields are automatically completed for you:
     Note
    If the information on this page is not correct, contact the invoice administrator for a resolution. 
    • Invoice Start. Indicates the start date for the billing period. 
    • Invoice End. Indicates the end date for the billing period. 
    • Billing Date. Indicates the due date for the billing period. 
  2. Enter a number in the Invoice # box. Typically, you will enter a reference number that corresponds to your organization's invoice number. If you are NOT sure what to enter here, contact the invoice administrator for a resolution. 
  3. Continue with the next step. 

Step 2: Update the Schedule of Values

  1. Scroll to the Complete Schedule of Values section.
    The data entry format depends on the accounting method set. See How do I set the accounting method for a commitment or prime contract?
  2. Choose the method below that corresponds to what you see on the screen:
    • Amount Based Accounting Method
      1. Choose one of these entry options:
        • Percentage (%). Enter the percentage of work completed. This automatically updates the value in the 'From This Period' column. 
          OR
        • From This Period.  Enter the dollar amount of work completed for the billing period.
          AND
      2. Enter a dollar amount in the Materials Presently Stored field. This value will remain in this column on future invoices which you can then update the 'From This Period' column to reflect any new work completed.  
      3. Optional. If you need to release retainage, choose from one of these options:
        • To release full retainage on all items:
          • Update your approved commitment change orders and add any attachments to your invoice now.
          • Click Save as Draft.
          • Under 'Release Retainage on All Items', enter 100% in the Work Completed box.
          • Click Release.
          • Click Submit for Review (above the table next to the Edit button).
            OR
        • To release a different retainage percentage:
          • Update your approved commitment change orders and add any attachments to your invoice now.
          • Click Save as Draft.
          • Click Edit.
          • Under 'Release Retainage on All Items', enter the percentage in the Work Completed box.
          • Click Save.
          • Click Submit for Review (above the table next to the Edit button).
    • Unit/Quantity Based Accounting Method
      1. Choose one of these entry options:
        • Enter the percentage complete in the % box. Procore automatically updates the 'Quantity' and 'Value' columns. 
          OR
        • Enter an amount in the Quantity box. Procore automatically updates the '%' and 'Value' columns. 
      2. Optional. If you need to release retainage, enter the dollar amount of retainage that you're requesting to be released in the Released this Period field. 
  3. Continue with the next step.

Step 3: Update Approved Commitment Change Orders

  1. Scroll to the Approved Commitment Change Orders section.
  2. Enter the dollar amount or percentage complete for each line item. 
    Only change orders in the Approved status appear here. See Approve or Reject Commitment Change Orders (CCOs).
  3. Continue with the next step.

Step 4: Add Attachments

If you have any files to add as an attachment to the invoice, you can add them now. For example, you might be required to add a lien waiver or a signed PDF copy of the invoice. 

  1. Scroll to the Attachments section.
  2. Click Attach Files.
  3. Upload any files that may be required from your computer.
     Tip
    Do you need to provide a signed PDF copy of the invoice?  If yes, follow these steps in Export a Subcontractor Invoice. After you sign the PDF, you can use the steps above to attach it to your invoice.
  4. Continue with the next step.

Step 5: Save or Submit an Invoice

If you are ready to submit the invoice for review, you may do so now. If you want to submit the invoice at a later time, you have the option to save the invoice. Choose one (1) of these options:

  • If you are NOT ready to submit the invoice, click Save. This sets the invoice's status to Draft.
    OR
  • If you are ready to submit the invoice to the contractor, click Submit for Review. This automatically sets the invoice's status to Under Review. Unless the contractor changes the status to Revise & Resubmit, you will NOT be able to edit the invoice after it is submitted. 

 

If you would like to learn more about Procore’s commitments software and how it can help your business, please visit our construction financials tool product page here.