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Procore

What are the default statuses for Procore invoices?

Answer

In Procore, there are two types of invoices: An owner invoice and a subcontractor invoice. Each type of invoice can be placed in a variety of different statuses. After an invoice is created, each status represents that an invoice is in a different state—from being in a draft state to being submitted for review, to being rejected or approved for payment. 

To learn more, see the information below:

Owner Invoices

The table below details the different statuses that you'll see when managing your owner invoices. 

Status Description
Draft The invoice is currently in the 'Draft' state. 
Under Review The invoice has been submitted to the invoice administrator for review. 
Revise & Resubmit The invoice has been rejected as submitted. The invoice contact must revise and re-submit the invoice to the invoice administrator. Costs are NOT reflected in the budget. 
Approved The invoice has been approved by the invoice administrator. 

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Subcontractor Invoices

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

The tables below detail the different statuses and additional status information that is available for subcontractor invoices. 

Statuses

The table below lists the available statuses and meanings of each status. The table also details who can edit parts of the invoice while an invoice is in a particular status. It also shows how the status of an invoice affects Procore's ability to reflect costs in the project's Budget tool. 

Status & Description Who can edit the General Information card on an invoice? Who can add attachments to an invoice? Who can edit the Schedule of Values on an invoice? Who can review SOV line items on an invoice? Can send an invoice to the Procore + DocuSign integration? Are costs reflected in the project's Budget tool?

Draft

The invoice is currently in the 'Draft' state.

  • Invoice Administrator
  • Invoice Contact
  • Invoice Administrator
  • Invoice Contact
  • Invoice Administrator
  • Invoice Contact, but only on the most recent invoice.
  • Invoice Administrator Only
No No
Under Review

The invoice has been submitted to the invoice administrator for review.

  • Invoice Administrator Only
  • Invoice Administrator
  • Invoice Contact
  • The SOV is NOT editable
  • Invoice Administrator Only
No No
Revise & Resubmit

The invoice has been returned by the invoice administrator.

  • Invoice Administrator
  • Invoice Contact
  • Invoice Administrator
  • Invoice Contact
  • Invoice Administrator
  • Invoice Contact
  • Invoice Administrator Only
No No
Approved

The invoice has been approved by the invoice administrator.

  • Invoice Administrator Only
  • Invoice Administrator
  • Invoice Contact
  • The SOV is NOT editable
  • Invoice Administrator Only
BETA Not yet.  Yes 1

Approved as Noted

The invoice has been approved by an invoice administrator with the noted exceptions.

  • Invoice Administrator Only
  • Invoice Administrator
  • Invoice Contact
  • The SOV is NOT editable
  • Invoice Administrator Only
BETA Not yet. 

Yes 1

Pending Owner Approval

The invoice has been submitted to the project's owner for review.

  • Invoice Administrator Only
  • Invoice Administrator
  • Invoice Contact
  • The SOV is NOT editable
  • Invoice Administrator Only
BETA Not yet.    No

1 If the 'Job to Date Cost's column is included on the budget view being applied to your data, the invoice amounts are reflected in the 'Job to Date Costs' column. See What are Procore's standard budget views? and What are Procore's standard budget views for ERP Integrations? 

Additional Status Info

In the Subcontractor tab, you will also see additional status information reflected in the counts that appear at the top of the project's Invoicing tool on the Subcontractor tab and/or in the 'Status' column of the invoice table.

subcontractor-additional-statuses.png

Additional Status Info Description
No Invoice Contacts
SSOVs Not Approved
Not Invited
  • The invoice contact has NOT been sent an 'Invite to Bill' for the current billing period
Invited
  • The invoice contact has been sent an 'Invite to Bill' for the current billing period.

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