Create an Invoice on Behalf of an Invoice Contact

Objective

To create a subcontractor invoice for a purchase order or subcontract on behalf of an invoice contact. 

Background

In Procore, there are two ways to create a subcontractor invoice for a purchase order or subcontract:

• Create an Invoice on Behalf of an Invoice Contact
  When you do NOT want to grant your invoice contact(s) access permissions to create their own invoices in Procore, use the steps below. With this method, you will enter the subcontractor invoice data into Procore for your collaborators. For example, if you are a general contractor, you will create an invoice in Procore on behalf of your subcontractor. 
• Send an 'Invite to Bill' to an Invoice Contact
  When you want to invite your invoice contacts to submit their own invoice in Procore, follow the steps in Send an 'Invite to Bill' to an Invoice Contact instead of the steps below. If you are the recipient of an 'Invite to Bill,' you can then follow the steps in Submit a New Invoice as an Invoice Contact. 

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Commitments tool. 

     Notes

    • User permissions are NOT managed in the project's Invoicing tool. Instead, the Invoicing tool is designed for users with 'Admin' level permissions on the Prime Contracts and/or Commitments tool. 
    • If you are a collaborator (for example, an invoice contact for a subcontracting company that is performing work for a general contractor managing your contract in Procore), your ability to perform invoice-related tasks is determined by the project team that controls these settings for your Procore user account: 
      • Your user account's permissions on the project's Commitments and/or Prime Contracts tool.
      • Your membership on the 'Private' list of a specific prime contract, purchase order, or subcontract.
      • Your designation as an 'Invoice Contact' on a prime contract, purchase order or commitment.
    • To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.
• Additional Information:
  • You can create invoices for purchase orders and subcontracts.  
  • If you are the invoice contact for the 'Contract Company' on a purchase order or subcontract, you have these options for submitting an invoice:
    • Ask someone with sufficient access permission to Procore to create the invoice on your behalf.
      OF
    • Follow the steps in Submit a New Invoice as an Invoice Contact.
  • If there are multiple invoices for a single billing period, you can only edit the billed amounts on the most recently created invoice.
  • If the contractor will create a payment schedule once the invoice is approved, enter the amounts for the work you are claiming this period in the Subcontractor Claimed This Period column of the invoice detail. In order for this column to appear, the payment schedule feature must be enabled in the Invoicing tool’s configuration settings. See Configure Settings: Invoicing.

Prerequisites

• Create a Purchase Order or Create a Subcontract

Training Video

Steps

1. Choose how to navigate to the contract:
   • From the Commitments tool:
     1. Navigate to the project's Commitments tool. 
     2. Under the 'Contracts' tab, locate the contract to work with.
     3. Click the Number link to open the contract. 
        OR
   • From the project's Invoicing tool:
     1. Navigate to the project's Invoicing tool. 
     2. Click the Subcontractor tab. 
     3. In the 'Subcontractor' tab, locate the contract to work with. 
     4. Click the Contract link to open the contract. 
2. Click the Create Invoice button.

    Note

   • To create an invoice, the contract must be in an 'Approved' status.
   • If you are using the Subcontractor Schedule of Values (Subcontractor SOV) feature, an invoice cannot be submitted until the line items on the Subcontractor SOV are placed into the 'Approved' status. See Enable or Disable the Subcontractor SOV Tab on a Commitment and Create a Subcontractor SOV.
3. Verify the following information for the billing period. Procore will automatically enter these dates for you, based on the current billing period:
   • Billing Period. Select the date range for the current billing cycle. Users with 'Admin' permission can select any billing period from the drop-down list. Users with 'Standard' permission can only select a billing period that does NOT have an invoice associated with it. 
   • Invoice Start. The start date for the billing period. 
   • Invoice End. The end date for the billing period. 
   • Billing Date. The date by which a billing should be submitted to the contractor. 

      Note

     To create billing periods, see Create Automatic Billing Periods or Create Manual Billing Periods.
4. Optional: Enter the invoice number.
5. If you are an 'Admin' user, select the appropriate status from the drop-down list. 

    Notes

   • To learn more about statuses, see What are the default statuses for Procore invoices?

   • When an invoice contract creates an invoice (or if you create an invoice on their behalf), remember to change the invoice's status to 'Under Review'. 
   • When the person reviewing has inspected the invoice, the status can be changed to 'Approved' or 'Revise and Resubmit' as appropriate.
   • Users with 'Standard' permission on the Commitments tool can only edit invoices in the 'Draft' or 'Revise and Resubmit' status. 
6. Attach any files associated with the invoice. For example, lien waivers or lien releases.
7. Click Save.
   Procore automatically displays the Detail tab for the invoice. 
8. Continue with the next step:
   • For Commitments Using the Unit/Quantity Based Accounting Method
   • For Commitments Using the Amount Based Accounting Method

See Also

• Submit a New Invoice as an Invoice Contact
• Edit the Advanced Settings Tab on a Commitment
• How do I bill for stored materials in Procore?