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How does Procore automatically fill in amounts on an owner invoice?

Background

When creating an owner invoice, Procore saves time by automatically completing the data you see on the invoice by pulling data from other Procore tools. This includes:

  • Any owner invoice amounts for the selected billing period in the Approved and Pending Owner Approval status. 
  • Any direct cost amounts where the 'Date Received' is in the selected billing period and the direct cost is in the Approved status.
  • Any Commitment Change Orders (CCOs) in the Approved status that have amounts in a Prime Contract Change Order (PCCO).

Answer

After creating an owner invoice and clicking the Create button, a confirmation message prompts you to decide if you want Procore to automatically complete the fields in the invoice using the amounts entered in your project's invoices, direct costs, and commitment change orders.

prefill-owner-invoice.png

When responding to this message, you have these choices:

 
 

  • No Thanks. Values on the invoice are NOT completed by Procore. 
  • Yes. Values on the invoice are automatically completed by Procore. Procore includes the amounts for the selected commitment's billing period. The invoice bills by Division and Cost Code and automatically includes data from the invoice's 'Work Complete' and 'Materials Presently Stored' columns.
     Tip

    To ensure Procore includes the values that you intend, you will want to ensure that following items match the 'Division' or 'Cost Code' on the prime contract's line item;

    • The cost code and cost type on the owner invoice should match the ones on the prime contract.
    • The cost code and cost type on any direct cost line items should match the ones on the prime contract.  
    When you click Yes on the confirmation message, the relevant invoice PDFs and any invoice and direct cost PDF attachments from the selected commitment billing period will combine into a single PDF file and automatically be attached to your new owner invoice under the Attachments field. 

How Procore Uses Your Data to Autofill the Invoice 

For Procore to properly complete an invoice using the amounts from your subcontractor invoice and direct costs for a commitment's billing period, the following must be true:

For Direct Cost Amounts

  • Direct cost amounts must have a status of Approved.
  • The direct cost Received Date must fall within the commitment billing period 'Start Date' and 'End Date.'
  • Only direct costs from the project's Direct Costs tool will copy. 
     Important
    For customers using the ERP Integrations tools, keep in mind that Procore does NOT copy ERP Direct Costs to owner invoices.

For Subcontractor Invoice Amounts

  • The subcontractor invoice must be associated with the selected commitment billing period.
  • The subcontractor invoice must have a status of ApprovedApproved as Noted, or Pending Owner Approval.
  • The subcontractor invoice should have at least one (1) line item.
  • The subcontractor invoice's line items must meet one of the following conditions: 
    • The cost code and cost type on the line item must match the cost code and type on either the subcontractor invoice and/or direct cost line item.
      OR
    • The cost code on the line item must be a member of the division. For example, let's assume there is a line item on an subcontractor invoice for cost code 03-300 and a separate line item for division 03. In this scenario, the amount on the line item for cost code 03-300 will be copied to the line item for division 03.
       Caution

      If a subcontractor invoice has multiple line items on a subcontractor invoice and/or direct cost line item that shares the same cost code and cost type, it is important to keep in mind that Procore will duplicate the amount on BOTH line items in the owner invoice, doubling the amount on the invoice.  To avoid this behavior, it is important to ensure that you have only one line item per cost code/cost type combination.  

  • If you choose to compile your subcontractor invoices backup (see Compile Subcontractor Invoice Backup), the compiled backup will be attached to your invoice. The compiled invoice backup will also include the DocuSign version of the PDFs if DocuSign is being used. 
  • Once the invoice is created, there is currently no option to copy subcontractor invoices or direct costs at a later time for that same invoice (other than manually entering in the amounts).

For Direct Costs and Subcontractor Invoice Amounts

  • Once the invoice is created, there is currently no option to copy subcontractor invoices or direct costs at a later time for that same invoice (other than manually entering in the amounts).
  • Both subcontractor invoices and direct costs amounts will copy only. If they are revised in the invoice and direct cost after they are copied into the invoice, the invoice will not update with the revised amounts.
  • If a commitment accounting method is unit/quantity-based, only the value will copy over. Quantity will not be reflected in the owner invoice. See How do I set the accounting method for a commitment or prime contract?

Additional Information

  • CCO billed amounts will automatically fill from the subcontractor invoice to the owner invoice if the line items have the following:
    • The PCCO and its corresponding CCO need to be on the same line item as the change event that the items were created for (projects must have change events enabled).
    • Line items have change orders broken down by line item. Any project created on or after March 29, 2018 has the change orders broken down by line item functionality enabled. 
  • When pre-filling data, the following data will be copied from the commitment invoices (or direct costs) and entered into the Detail tab of your owner invoice:
    • Amounts from the Work Completed (This Period) column on commitment invoices and direct costs will be copied into your owner invoice's Work Completed (This Period) column.
    • Amounts from the Materials Presently Stored column on commitment invoices will be copied into your owner invoice's Materials Presently Stored column.