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Procore (en-CA)

Create Automatic Billing Periods in the Invoicing Tool

Objective

To create automatic billing periods for subcontractor invoices

Background

Examples

Common billing periods include:

  • Monthly
    Examples of common monthly billing periods are below:
    • Starts on the 1st day of a month and ends on the 30th of the same month.
    • Starts on the 15th of one month and ends on the 14th of the following month. 
  • Weekly 
    Examples of common weekly billing periods are below:
    • Starts on Sunday of this week and ends on Saturday of this week.

Things to Consider

  • Required User Permissions:
    • 'Admin' on the project's Commitments tool.
      OR
    • Users with 'Standard' permissions on the Commitments tool can only create invoices for the most recent billing period.
       Note
      Your ability to perform certain tasks with the Invoicing tool depends on the access permission you've been granted to the Prime Contracts or Commitments tool, as well as the privacy and invoice contact settings set on each prime contract or commitment that you are working with. To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.
  • Additional Information:

    • Only one (1) billing period is permitted to be open and active at a time.
    • Invoice Contacts are allowed to submit one (1) invoice per billing period. 
    • After creating automatic billing period, keep in mind that you need to invite your invoice contact(s) to submit an invoice.  See Send Subcontractor Invoice Invitations.

Prerequisites

Steps

  1. Navigate to the project's Invoicing tool. 
  2. Click Create Billing Period.
  3. Click the Automatic tab.
  4. Configure the billing period's settings as follows:
    • Frequency
      • Monthly. If you select this option, select the date you want the billing period to start. 
      • Weekly
      • Never
    • Start Date. Select the date of each month you want the billing period to start. 
       Note
      To create automatic billing periods that occur after your selected 'Start Date', you will want to manually create the first billing period created on your project. See Create Manual Billing Periods in the Invoicing Tool
    • End Date. Select the date of each month you want the billing period to end.
    • Due Date. Select the date of each month you want the invoice to be due. 

      setupbilling period.png
  5. Click Save.
     Important
    After creating automatic billing period, keep in mind that the system does NOT automatically notify subcontractors when it is time to submit an invoice.  If you want to notify your subcontractors, you can send them an invitation to submit an invoice.  See Send Subcontractor Invoice Invitations.