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Financial Management: New Collaborator View for the Invoicing Tool

This announcement represents a single point in time. Future releases may impact the information below.
Pilot Started: 11/18/2020 | Beta Started: 11/4/2021 | Beta Updated: 2/7/2022
Feature Release Announced: 3/21/2022 | Feature Released: 3/23/2022


Financial Management: New Collaborator View for the Invoicing Tool

Procore is pleased to announce the general availability of a new beta experience for subcontractor invoices. With this new release, you can preview Procore's redesigned invoice creation experience. The collaborator experience is designed for external invoice contacts. You can now provide invoices with access permissions to a contract on a Procore project and then invite them to submit their own subcontractor invoices. To send an invoice contact and invite, see Send an 'Invite to Bill' to an Invoice Contact

Features provided in the new collaborator view for subcontractor invoicing include:

 Important
  • Related to this update, Procore is also announcing the general availability of the New Admin View for Subcontractor Invoices. Together, these releases streamline the entire project invoicing process —  creating, editing, previewing, submitting, and reviewing subcontractor invoices. 
  • On March 22, 2022, Procore's new subcontractor invoice beta experience will be turned ON in all project's using the Commitments and Invoicing tools. To give you time to preview the design changes, Procore is providing users with the option to switch between the beta experience and the legacy experience until October 2022. After October 2022, the ability exit out of the beta experience will be removed and Procore's legacy experience will no longer be available to end users. To learn how to switch between experiences, see New Admin View for Subcontractor Invoices

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 can also be configured to calculate retainage on an ongoing 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 behave 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. 

 

 

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
(an external collaborator)
INVOICE CONTACT...
INVOICE ADMINISTRATOR
(an internal user)
INVOICE ADMINISTRATOR...
Who will create the new invoice?
Who will create the new invoice?
Optional Step
Optional Step
LEGEND
LEGEND
Invoice Administrator (an internal user)
Invoice Administrato...
Invoice Contact
(an external collaborator)
Invoice Contact...
Commitments
Commitments
Invoicing
Invoicing

 

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

 

END
END

 

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

 

Revise and Resubmit
an Invoice as an Invoice Contact
Revise and Resubmit...
REVISE AND RESUBMIT
REVISE AND 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
ACCEPTED
ACCEPTED
 
Did the Invoice Administrator reject any line items on the invoice?
Did the Invoice Administrator...

 

END
END
DECLINED
DECLINED
 
General Availability
Submit a New Invoice as an Invoice Contact
General Availability...
Review an Invoice as an Invoice Administrator
Review an Invoice as an...
Are you using one of the supported ERP Integrations to sync invoices? 
(Sage 300 CRE, QuickBooks, Yardi)
Are you using one of the supported...
DRAFT
DRAFT

 

 
 
Limited Release
Submit a New Invoice as an Invoice Contact
Limited Release...
Continued from the 'Create a Commitment' workflow
Continued from the 'Create a C...
Continue to the 'Export Approved Subcontractor Invoices to ERP' workflow
Continue to the 'Export Approv...

See Also

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