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Integration by Ryvit: Export Subcontractor Invoices from Procore to Viewpoint® Vista™

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Objective

To export subcontractor invoice from a Procore project to Viewpoint® Vista™.

Background

If you want to export your subcontractor invoices to Viewpoint® Vista™, you first need to create them in your Procore project. As described in the Steps and Workflow below, your project team has two options when creating invoices: You can send an 'Invite to Bill' to one of your invoice contacts to allow them to submit their own invoice or you can create an invoice on behalf of an invoice contact. 

After your subcontractor invoices are reviewed by a member of your project team and placed into the 'Approved' status, an accounting approver can export your subcontractor invoices as described below. 

Things to Consider

  • Required User Permissions:
    • 'Standard' or 'Admin' on the company's ERP Integrations tool.
      AND
    • The person's account must be granted the 'Can Push to Accounting' privilege in the Company Directory.
      Note: To submit a request to be granted this privilege, your company's Procore Administrator must submit request to your Procore point of contact. This privilege can only be granted to individuals by Procore. 
  • Limitations:
    • Invoices whose total amount equals zero dollars cannot be sent to Viewpoint® Vista™. These invoices will not be synced when exported. 
    • Retainage is released automatically with the Viewpoint® Vista™ integration. 
    • Materials Presently Stored and Materials Retainage are not supported with the Viewpoint® Vista™ integration. These values will be ignored when sending invoices to Viewpoint® Vista™. 
    • Viewpoint® Vista™ cannot accept images alongside invoices sent from Procore. Instead, Procore will send a link to the invoice within Procore, so that Viewpoint® Vista™ users can view all related documentation. This will require that those Viewpoint® Vista™ users have the correct permissions in Procore.

Prerequisites

Workflow

To create and export invoices, there are two (2) workflows that must be completed in this order:

  1. View the 'Create Your Subcontractor Invoices in Procore' workflow icon-workflow.png
  2. View the 'Export Your Approved Subcontractor Invoices to ERP' workflow icon-workflow.png

Steps

Create Your Subcontractor Invoices in Procore

The steps for creating subcontractor invoices in Procore include:

Step Description Learn More
Decide who will have permission to submit an invoice You have these choices:

1. Grant invoice submission rights to downstream collaborators. In Procore, these users are called invoice contacts. 

2. Gather paper or digital invoices from collaborators and grant invoice submission rights to your team. In Procore, these users are your invoice administrators. 

 Considerations
Optional. Decide if you want to collect signatures with DocuSign® There are two (2) ways to collect signatures on commitments and invoices: DocuSign®
Configure the Invoice Management tools Configure the invoicing settings in the Commitments and Invoicing tools. See Configure Settings: Commitments and Configure Settings: Invoicing. Commitments and Invoicing
Establish a billing period Create a billing period and place it in the Open status. A billing period defines the start, end, and due date for submitting an invoice. Manage Billing Periods
Create a commitment Subcontractor invoices originate from commitments. You can create multiple commitments for your collaborators in a Procore project. A commitment must be in the 'Approved' status before you can create an invoice.  Create a Commitment
Optional: Grant invoice submission rights to downstream collaborators Optional: An invoice administrator can grant invoice submission rights to downstream collaborators.   Add Invoice Contacts to a Purchase Order or Subcontract
Configure the 'Advanced Settings' tab on the commitment  For best results, configure the advanced settings before you add line items to the SOV and before you create invoices for the commitment.  Edit the Advanced Settings Tab on a Commitment
Create invoices and submit them before the Open billing period's 'Due Date' Learn the options for creating invoices with the Commitments tool. Only invoice administrators or invoice contacts on a commitment can create subcontractor invoices.  Create a Subcontractor Invoice
Review submitted invoices Once submitted, an invoice administrator can review each line item on the invoice's Schedule of Values to approve or reject it.  Review a Subcontractor Invoice as an Admin
Revise and resubmit invoices If an invoice administrator rejects one (1) or more invoice line items, users can make fixes and corrections until all the line items on the invoice's Schedule of Values are Approved.  Revise & Resubmit an Invoice as an Invoice Contact
Optional. Complete the signature process in DocuSign® Once Approved, you can optionally complete the signature process in DocuSign®. Complete Subcontractor Invoices with DocuSign®
Optional: Sync invoices with an integrated ERP system You'll need to determine if your ERP connector supports subcontractor invoices. ERP Integrations