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Procore (en-CA)

Review a Subcontractor Invoice as an Admin

 Coming Soon

Procore will soon be replacing the 'Sub Job' and 'Cost Code' columns with the 'Budget Code' Column in the 'Subcontractor SOV' tab in your project's purchase orders and subcontracts. Procore will also be adding a 'Budget Code' drop-down list in the 'Maps To' section of the 'Add Horizontal Markup' and 'Add Vertical Markup' windows.


To approve or reject the line items on a subcontractor invoice as an invoice administrator using the project's Invoicing tool. 


If you are responsible for managing your project's subcontractor invoices and ensuring the invoices you receive are accurate, you have the ability to approve or reject the invoice line items individually. To navigate to the subcontractor invoice in Procore, your Procore user account will need to be assigned the appropriate permissions. Once those permissions are assigned, you can navigate to the invoice using either the project's Commitments tool or the project's Invoicing tool. This tutorial shows you how to review your project's invoices using the Invoicing tool. 

Things to Consider

  • Required User Permissions:
    • To review a subcontractor invoice as an admin from the Invoicing tool, 'Admin' level permissions on the project's Commitments tool. 
      • 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:


  1. Navigate to one of the project's Invoicing tool. 
  2. Click the Subcontractor tab. 
  3. Locate the purchase order or subcontract that contains the invoice you want to review. Then click View
  4. In the purchase order or subcontract, click the Invoices tab.
  5. In the 'Invoices (Invoices)' table, locate the invoice to review. Then click View.
  6. Click the Detail tab.
  7. Click the Edit button.
  8. In the Line Items table, approve or reject each line item on the invoice as follows:
    • To approve a line item, click the GREEN checkmark so it appears in a circle icon-inspections-pass.png. This indicates you have approved the line item. 
    • To reject a line item:
      • Click the RED 'x' so it appears in a circle icon-inspections-fail.png.  
      • Enter a reason in the Leave a Reason Why box.
        • Comments entered in the 'Leave a Reason Why' box are NOT included in the automated email sent to the invoice contact. However, you can export a PDF that includes a 'Reasons for Difference' table that shows the comments as entered. See Export a Subcontractor Invoice.
      • Press ENTER to submit your explanation for rejecting the line item. 
        • If you have enabled the Enable Subcontractor Proposed Amounts option in Commitment Settings, the 'Subcontractor Claimed This Period' column appears. To learn more, see Create a Payment Schedule.
        • The 'Subcontractor Claimed This Period' column can reflect what an invoice contact submitted, a user with 'Admin' level permissions can adjust the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts.
  9. Click Save
  10. In the Finish Review popup window, update the status as needed and add any information in the Overall Comments box.

  11.  Click Update to complete the review.
    • If you rejected any of the line items, Procore automatically sets the status to Revise and Resubmit.
    • If you approved all of the line items, Procore automatically sets the status to Under Review


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