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Procore

Review a Subcontractor Invoice as an Invoice Administrator

 For Procore Customers in the United States

flag-us.png  When your company applies the 'Owners English' or 'Specialty Contractors English' point-of-view dictionary, you'll see different tool names and term changes in the user interface. Learn how to apply the dictionary options. 

  • To learn the differences: Show/Hide      
    • This table shows the differences in tool names (bold) and terms across the point-of-view dictionaries for Project Financials. These dictionaries are available in US English only. The default dictionary is designed for general contractors, which means that you will need to work with your Procore Administrator at your company and your Procore point of contact to access the other dictionary options. 

      General Contractors

      English (United States) - Default

      Owners

      English (Owner Terminology V2)

      Specialty Contractors

      English (Specialty Contractor Terminology)

      Invoicing Invoicing Progress Billings
      Owner Funding Owner
      Owner/Client Owner/Client GC/Client
      Prime Contract Change Order Funding Change Order Client Contract Change Order
      Prime Contracts Funding Client Contracts
      Revenue Funding Revenue
      Subcontract Contract Subcontract
      Subcontractor Contractor Subcontractor
      Subcontractor Schedule of Values (SSOV) Contractor Schedule of Values (CSOV) Subcontractor Schedule of Values (SSOV)

Objective

To approve or reject the line items on a subcontractor invoice as an invoice administrator.

Background

If you are an invoice administrator for your project, it's important to ensure the invoices submitted by your downstream collaborators are accurate. To support that, Procore provides you with the ability to approve or reject individual line item(s) on an invoice's Schedule of Values card. To approve or reject line item(s), your Procore user account must be assigned the required user permissions detailed below. Once you have been granted the appropriate permissions, you can use the steps below to review the invoices submitted to your team for payment. 

Things to Consider

  • Required User Permissions
  • Additional Information:
    • Invoice administrators can review line items on any invoice and are NOT limited to reviewing only most recent invoice. However, it is important to keep in mind that rejecting a line item will NOT change the value of the invoice. 

Prerequisites

Steps

  1. Navigate to the project's Invoicing tool. 
  2. Click the Subcontractor tab. 
  3. Locate the invoice to review and click its Invoice link. 
  4. Scroll to the Schedule of Values card.
  5. Click the Edit button. 
  6. In the Line Item Approval column, approve or reject each line item on the invoice as follows:
     Notes

    As you review each line item, keep in mind:

    • Invoice administrators can review line items on any invoice:
      • You are NOT limited to reviewing only the most recent invoice.
      • Rejecting line item(s) does NOT change line item amount(s). Amounts must be updated by an invoice administrator or invoice contact.
      • Downstream invoice contacts can only update invoices when granted the required user permissions to submit invoices. See Revise & Resubmit an Invoice as an Invoice Contact.
    • If you have turned the 'Show Amounts Subcontractors Claim' toggle ON in the Invoicing tool the 'Proposed Amount' column appears.
    • The 'Proposed Amount' 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.
    • To approve a line item, click the GREY checkmark to approve it. A GREEN checkmark indicates you have approved the line item.
       sub-invoice-sov-line-item-approval-green-checkmark.png
    • To reject a line item:
      sub-invoice-sov-line-item-reject-reason.png
      1. Click the GREY 'x' to reject it. A RED 'x' indicates you have rejected the line item. 
        This opens the Reason (Optional) box. 
      2. Enter a reason in the Reason (Optional) box.
      3. Click Add.
         Important

        Comments entered in the 'Reason (Optional)' 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.

  7. Click one (1) of the save options:
    • Save. Click this button to save the invoice and keep it in the 'Under Review' status. 
      OR
    • Save & Change Status. Click this button to open the 'Save Edits and Change Status' window. Then, select the desired status and enter any information that you want to convey to the invoice contact in the Overall Comments box. Then click Save & Change Status.
       Tips
      What status do I change the invoice to? To learn more about the available statuses, see What are the default statuses for Procore invoices?