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Financial Management: (Coming Soon!) New Collaborator View for the Invoicing Tool

This announcement represents a single point in time. Future releases may impact the information below.
Feature Announced: December 4, 2020 | Phased Rollout Started: December 18, 2020 


 Limited Release

On Friday, December 18, 2020, Procore will begin the phased rollout of the new collaborator view for the Project level Invoicing tool. When the rollout begins, this feature will be released to a limited number of Procore customer accounts. Then, over the following several weeks, the feature will continue to be rolled out to additional Procore customers until the rollout process is complete. 

If you are an invoice contact and looking for instructions for the previous version of subcontractor invoicing, please see Submit a New Invoice as an Invoice Contact and How do I bill for stored materials in Procore?

Important!  If you are a Procore customer who has purchased a custom workflow for invoicing (see Procore Custom Solutions),  your company account will NOT be receiving this update. This is because your project's Invoicing tool requires a customized approval path for processing your subcontractor invoices. If you have any questions about invoicing and your custom workflow, please reach out to your company's Procore point of contact.  

New Collaborator View for the Project Level Invoicing Tool

Procore's new collaborator view for the project's Invoicing tool simplifies the invoice creation experience for invoice contacts who have been invited to submit their own subcontractor invoices. See Send an 'Invite to Bill' to an Invoice Contact. Features provided with the new collaborator view for subcontractor invoicing include:

Simplified Invoice Entry & Submission for Collaborators

A redesigned 'New Invoice' page provides your contract's invoice contacts with a simplified layout, consistent formatting, and a reduced number of data entry fields to streamline the invoice entry requirements. Collaborators also have the option to save their updates as a draft to complete updates later or to simply click Send to submit their invoice for review. See Submit a New Invoice as an Invoice Contact. Automatic calculations also simplify data entry for progress billing, so your project's collaborators can submit accurate bills based on their work progress, to track work completed against the plan, while expediting payments to collaborators with regular installments.  
 

new-invoice-collaborator-view.png

Improved Schedule of Values

Invoice contacts can update SOV entries inline with an updated column layout. Columns continue to perform invoice and contract-to-date calculations to reduce errors. The SOV allows collaborators to quickly update and track retainage on percentage-of-completion contracts. See Submit a New Invoice as an Invoice Contact. The SOV can also be configured at the contract-level to support billing for stored materials, to help you and your collaborators ensure that materials are purchased, stored, and available for the job when needed. The updated form's can also be configured to calculate retainage on an on-going basis, which is helpful when contracts require you to hold back a different retainage percentage for progress vs. materials. See Configure Separate Billing for Stored Materials on Commitments.

show-materials-stored-january.png

Collapsible Summary Preview

A new collapsible summary gives your collaborators the ability to preview how their data entry affects their invoices. The summary view is available when invoice contacts are viewing an invoice. To learn more, see Preview a Subcontractor Invoice.

summary-preview.png

Configure Separate Billing for Stored Materials on Commitments

For commitment contracts that require billing for stored materials, invoice administrators can turn an 'Enable Billing Separately for Stored Materials' check box at the commitment-level. On the contract's 'Advanced Settings' tab, these new settings allow you to control how entries in the 'New Materials' column behaves from invoice to invoice. 

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. 

For more details, see How do I bill for stored materials in a subcontractor invoice?

Workflow

The new collaborator view works with the existing Invoicing workflow. 


ACCEPTED
ACCEPTED


Accept or Decline an 'Invite to Bill' as an Invoice Contact
Accept or Decline an '...
DRAFT
DRAFT





START
START
Does the purchase order or subcontract have an 'Invoice Contact'?
Does the purchase order or subcontract have...
Add Invoice Contacts to a Purchase Order or Subcontract
Add Invoice Contacts t...
Create Automatic Billing Periods
Create Automatic Billi...


Create Manual Billing Periods
Create Manual Billing...
AUTOMATIC
AUTOMATIC
MANUAL
MANUAL
How do you want to create the current billing period?
How do you want to create the c...
COMMITMENTS
COMMITMENTS
INVOICING
INVOICING
Add an 'Invoice Contact' with the Commitments or Invoicing tool?
Add an 'Invoice Contact' with the Co...


Add Invoice Contacts to a Purchase Order or Subcontract
Add Invoice Contacts t...
INVOICE CONTACT
INVOICE CONTACT
INVOICE ADMINISTRATOR
INVOICE ADMINISTRATOR
Who will create the new invoice?
Who will create the new invoice...
Optional Step
Optional Step
LEGEND
LEGEND
Invoice Admin
Invoice Admin
Invoice Contact
Invoice Contact
Commitments
Commitments
Invoicing
Invoicing


Create a New Invoice on Behalf of an Invoice Contact
Create a New Invoice o...


END
END


Send an 'Invite to Bill' to an Invoice Contact
Send an 'Invite to...


Revise & Resubmit an Invoice as an Invoice Contact
Revise & Resubmit an I...
REVISE & RESUBMIT
REVISE & RESUBMIT
Does the invoice contact want to submit an invoice for the current billing period?
Does the invoice contact want t...
RECEIVE EMAIL
RECEIVE EMAIL

Did the Invoice Administrator reject any line items on the invoice?
Did the Invoice Administrator...


END
END
DECLINED
DECLINED

Submit a New Invoice as an Invoice Contact
Submit a New Invoice...
Review an Invoice as an Invoice Administrator
Review an Invoice as an In...


Limited Release
Submit a New Invoice as an invoice Contact
Limited Release...
DRAFT
DRAFT

See Also

If you would like to ask questions or share any feedback, please contact support@procore.com.