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(Pilot) How do I bill for stored materials in a subcontractor invoice?

 Pilot

This information is intended for Procore customers participating in the Modernize Subcontractor Invoice for Admins Pilot program. For details about this release, see Financial Management: (Pilot) New Admin View for Subcontractor Invoices

 Note
If you have the generally available version of subcontractor invoices, see How do I bill for stored materials in Procore? instead of the FAQ below.

Answer

Billing for stored materials is a way to invoice a buyer for part of a contract's value before completing the work. Allowing your subcontractors to bill you for stored materials gives your subcontractors the ability to purchase the materials they need, so it will be on hand when they start doing the working on your project. As work on the project progresses, the invoice contact can then reduce the amount in the 'Stored Materials' column until it reaches zero ($0.00) when the project is complete.

In order to bill for stored materials in a subcontractor invoice, there are two prerequisites that must be completed by the invoice administrator at the contract level:

How do I enable billing separately for stored materials on an invoice? 

Before creating a subcontractor invoice in Procore, an invoice administrator has the option to turn an 'Enable Billing Separately for Stored Materials' check box at the contract level. This setting resides on the contract's 'Advanced Settings' tab and provides the invoice administrator with a way to control how the 'New Materials' column behaves from invoice to invoice. Invoice contacts do not have the ability to change this setting in Procore. 

What are my configuration options when billing separately for stored materials?

If you are an invoice administrator and have an invoice contact who will be billing your project team separately for stored materials, you will have the option to enable separate billing for stored materials. To enable the setting, place a checkmark in this box. To disable the setting, remove the checkmark. By default, this setting is turned OFF.

enable-billing-checkbox.png

When you mark the new checkbox, the Invoicing tool automatically sets the value of the entry in the 'New Materials' column to zero (0) on the first invoice so that the invoice contact can update the entry to the appropriate value. It also adds a 'Materials Stored' column to the right of the 'New Materials' column. When a subsequent invoice is created, the value entered in the 'New Materials' column is reset to zero (0), and the value previously entered in the 'New Materials' column is automatically moved to the 'Materials Stored' column. 

Example: New Materials Move to a Materials Stored Column

January Invoice. An invoice contact creates a new subcontractor invoice. On this invoice, the 'New Materials' value on SOV line items will start at $0.00. An invoice contact enters $1,000.00 in the 'New Materials' column on the first SOV line item, as shown below.

show-materials-stored-january.png

February Invoice. When the invoice contact creates a new invoice in February, note how the $1,000.00 entered in the 'New Materials' column on the January invoice is moved to the 'Materials Stored' column in the February invoice. 

show-materials-stored-february.png