Send an 'Invite to Bill' to an Invoice Contact

Objective

To send an invite to bill to an invoice contact for the current billing period.

Background

Before you or an invoice contact can create a new subcontractor invoice, you must create a billing period using the project's Invoicing tool. After that, you can choose from these methods to create the invoice:

• To have the invoice contact to create a new invoice for the billing period
  If you choose this method, use the steps below to send the invoice contact an 'Invite to Bill' by email. Sending an 'Invite to Bill' is a courtesy notification that reminds the invoice contact to create and submit the new invoice before the 'Due Date' specified by the billing period. 
• To create a new invoice for the billing period on behalf of the invoice contact
  If you choose this method, follow the steps in Create an Invoice on Behalf of an Invoice Contact.

Things to Consider

• Required User Permissions:
  • To send an 'invite to bill' to an invoice contact, '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:
  • If you do not want the invoice contract to create invoices in Procore, you can Create an Invoice on Behalf of an Invoice Contact
  • If you want to create an invoice to release retainage. See Create a Subcontractor Invoice for the Release of Retainage.

Prerequisites

• Add an invoice contact using one of these Procore tools:
  • Commitments. See Add Invoice Contacts to a Purchase Order or Subcontract. 
    OR
  • Invoicing. See Add Invoice Contacts to a Purchase Order or Subcontract.
• Create Manual Billing Periods or Create Automatic Billing Periods

Steps

1. Navigate to the project's Invoicing tool. 
2. Click the Subcontractor tab.
3. Locate the purchase order(s) or subcontract(s) that you want to send an 'Invite to Bill' for from the list. 

    Notes

   • To view only those invoices where an 'Invite to Bill' has not been sent, click Add Filter. Then choose 'Invoice Status' and mark the Not Invited checkbox. 
   • If you are creating a subcontractor invoice to release retainage, you do not need to send an 'Invite to Bill.' See Create a Subcontractor Invoice for the Release of Retainage.
4.  Mark the checkboxes that correspond to the contracts for the current billing period. 
   • To select all of the invoices, mark the checkbox at the top of the table.
   • If the 'Send Invites' button is grayed out and you are NOT permitted to send invites when one or more of the selected commitments are in the following status: 
     • No Invoice Contacts. You must first assign an invoice contact to the commitment. See Add Invoice Contacts to a Purchase Order or Subcontract.
     • SSOVs NOT Approved. The Subcontractor Schedule of Values (SSOV) must be in the  'Approved' state. See Enable or Disable the Subcontractor SOV Tab on the Commitments Tool.
     • If the commitment contract's percentage complete is 100%, you cannot send an invite to bill.

        Note

       If today's date is after the billing period's 'Due Date', you will NOT be permitted to send an email invite. 
5. Click Send Invites.
   
   After sending the invites, the following occurs:
   
   • A success banner appears to confirm the invitation was sent.
   • The contract is removed from the 'Not Invited' count to the 'Invited' count. 

      Tip

     After the invoice contact completes the Next Step, the status of the invoice updates as follows:

     • If the 'Invite to Bill' is accepted by the invoice contact, the status changes to 'Accepted'.
     • If the 'Invite to Bill' is rejected by the invoice contact, the status changes to 'Declined'.

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

Next Step

• Accept or Decline an 'Invite to Bill' as an Invoice Contact

See Also

• Add Invoice Contacts to a Purchase Order or Subcontract
• Create an Invoice on Behalf of an Invoice Contact