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Procore (en-CA)

Create Owner Invoices (Beta)

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 In Beta 

The content on this page details the modernized experience for owner invoices. It is available to Project Financials users who are participating in the Beta program.

Objective

To create an upstream invoice for a prime contract, client contract, or funding to bill the project's upstream collaborator.

Background

If you're managing a construction project in Procore, you can create an upstream invoice for a prime contract, client contract, or funding. You can then submit the invoice as a payment application to bill the project's upstream collaborator for your work on a construction project. To learn more, see What is an upstream collaborator? 

 Tip
flag-us.png flag-canada.png What is the Prime Contracts tool called in your environment? For customers in the United States and/or Canada, the tool name and terms displayed in Procore's user interface may be different when a Point-of-View dictionary option has been applied in your environment by Procore. To learn about the available dictionary options, see What dictionaries and languages are available in the Procore web application?

Things to Consider

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

Prerequisites

Steps

  1. Navigate to the project's Prime Contracts tool.
  2. In the table, locate the contract associated with the invoice to create.
  3. Click the contract's Number link to open it.
    prime-contracts-number.png
  4. In the contract or funding, click the Invoices tab. 

    prime-contracts-invoices-tab.png
     
  5. Click + Create and choose Create Invoice from the drop-down menu. 
     Tip
    Is this menu option grayed out and unavailable? To select this menu option, the contract must be in the Approved or Complete status. 
    prime-contracts-create-invoice-menu.png

    This opens the 'New Invoice for [Contract]' page.
  6. In the Create Invoice card, do the following:
     Note
    An asterisk (*) below indicates the field is required. 

    create-invoice.png
     
    • Invoice No.
      Enter an invoice number or you may leave it blank and edit it later.
    • Billing Period
      Procore automatically populates this field with the open billing period's dates. If there are no open billing periods, Procore populates this field with the most recent billing period. 
       Tip

      How do you create a billing period? Depending on the tool name in your environment, only an invoice administrator can create billing periods with the Invoicing or Progress Billings tool. See Create Billing Periods. 

    • Populate the Schedule of Values with Costs from the Selected Billing Period
      Mark this checkbox to turn the setting ON or remove the checkmark to turn the setting OFF. By default, this setting is turned OFF. 
      • ON. Procore populates the invoice's Schedule of Values with eligible cost amounts from the selected billing period as follows:
        • Subcontractor invoices in any Approved status. See What are the default statuses for Procore invoices?
        • Direct costs with a 'Received Date' in the Approved status with a corresponding budget code in the contract's or funding's Schedule of Values. 
        • Commitment change orders in the Approved status with a corresponding change order or a corresponding budget code in the commitment's Schedule of Values. 
           Note
          • If the commitment change order is connected to a prime contract change order via a change event, it will populate into that prime contract change order.
          • If the commitment change order is not tied to a prime contract change order, it will populate to a prime contract Schedule of Values line item with a matching budget code.
          • If the commitment change order has neither of the above, it will not populate into the owner invoice.
      • OFF. Procore does NOT populate the Schedule of Values with costs. Users must manually enter the data in the Schedule of Values. 
    • Include backup from direct costs and invoices in the selected billing period . 
      Mark this checkbox to turn the setting ON or remove the checkmark to turn the setting OFF. By default, this setting is turned ON. 
      • ON.  Updates the invoice's Attachments card in the invoice to contain these sections: Uploaded Attachments, Attachments from Subcontractor Invoices, and Attachments from Direct Costs. Procore adds relevant attachments from the selected billing period to the appropriate section as follows:
      • OFF. The invoice's Attachments card contains only the Uploaded Attachments section and an Upload Attachments button. 
  7. Click Create.
    Procore creates the new invoice. You can now proceed with editing it.  

    Next Step

    See Also