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Procore (en-CA)

About Subcontractor Invoices

Objective

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

Background

subcontractor invoice is a request for payment from a seller to a buyer. Procore invoices allow contractors to progressively bill clients at several stages during the construction process. These billings are based on a verified percentage of the commitment contract's completion. General contractors can configure billing period start and end dates, as well as the billing date, for each billing period. They can invite subcontractors to complete invoices for the most recent billing period or they can create invoices on behalf of the subcontractor. Once the invoice has been approved, payment can be issued against the commitment. 

In Procore, a project team can use two Procore tools to manage subcontractor invoice: the Commitments tool and the Invoicing tool. Unlike other Procore tools, access permission to the project's Invoicing tool is governed by the permissions granted to a user account for the Commitments tool.  This is because the Invoicing tools was designed to provide general contractors and project owners with access to all of a project's subcontractor invoices, owner invoices,  and billing periods in a single workspace. If you are a subcontractor, the Procore project owner determines whether you have access permission to perform the tasks detailed in the recommended workflow below. If you have been granted access permission to Procore for subcontractor invoicing,  you will perform those tasks using the Commitments tool. 

Recommended Workflow for GCs

 

 

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
INVOICE CONTACT
INVOICE ADMINISTRATOR
INVOICE ADMINISTRATOR
Who will create the new invoice?
Who will create the new invoice...
Optional Step
Optional Step
LEGEND
LEGEND
Invoice Administrator
Invoice Administrator
Invoice Contact
Invoice Contact
Commitments
Commitments
Invoicing
Invoicing

 

Create a New Invoice on Behalf of an 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 'Admin'
Review an Invoice as a...

 

Prerequisites

Workflow Details

The details below are intended to be used by owners and general contractors. If you are a collaborator who has been granted permission to submit an invoice, please see the Notes below. 

  1. Add at least one (1) 'Invoice' Contact' to the commitment using the tool of your choice:
  2. Create a billing period choosing one of these methods:
  3. Decide who can create invoices on your project. You have these choices:
    • Create an invoice on behalf of your subcontractor
      Use this option if you do NOT want to provide your subcontractors with access to your Procore project. For instructions, see Create an Invoice on Behalf of a Subcontractor.
    • Invite your subcontractor's 'Invoice Contact' to create an invoice
      Choose this option if you would like to provide your subcontractor's 'Invoice Contact' with access to create an invoice. For instructions, see Send Subcontractor Invoice Invitations
       Note
      Did you receive an email invite to submit an invoice?  If you are a subcontractor who has been designated an the 'Invoice Contact', you may have recevied an invitation to bill from Procore. To learn how to submit an invoice, see Create and Submit an Invoice as a Subcontractor
  4. Review the submitted invoice. See Review Invoices as an 'Admin.'
     Note
    Was an invoice line item approved or rejected? If you are an 'Invoice Contact' who has also been granted 'Standard' permission on a project's Commitments tool, you can check 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 need to resubmit your invoice for another review. To learn more, see Review Invoices as a Subcontractor.

Training Videos

Set Up Subcontractor Invoices (Invoices) in Procore

Create and Submit Invoices (Invoices) for Subcontractors

Create, Review and Edit Invoices (Invoices) for Contractors

Log Payments Issued for Invoices (Invoices) for Contractors