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Modernized Owner Invoicing Transition Guide

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Table of Contents

Overview

The modernized Owner Invoicing experience offers a redesigned invoice interface, expanded Schedule of Values (SOV) detail, group or subtotal row billing, configurable fieldsets and custom fields, and the ability to include approved budget changes directly on an owner invoice.

The key benefits of the modernized Owner Invoicing experience include:

  • Budget Changes on invoices. Include approved budget changes directly on an owner invoice for greater contingency transparency, reducing the need for separate Prime Contract Change Orders.

  • Selective cost prefill. Hand-select which Subcontractor Invoice and Direct Cost line items prefill onto an Owner Invoice, split costs across multiple invoices, and mark costs as Non-Billable.

  • Group Row Billing. Bill a fixed dollar amount at the group level and let Procore proportionately distribute it across the group's line items, instead of editing each line item one at a time.

  • Bulk Line Items Updates. Select any or all Schedule of Values line items and use the Edit Values side panel to set Work Completed this Period (%), Total to Date (%), and retainage percentages across every selected line at once.

  • Configurable Fieldsets and Custom Fields. Customize the fields visible on your organization's owner invoices.

  • Expanded Schedule of Values. Full screen view and additional columns including Gross Amount, Net Amount, and Previous/Current Changes provides you a fuller picture of the period. 

  • Attachment ordering. Drag and drop to reorder or arrow up and down groups of PDF attachments before exporting.

  • Legacy & Customized PDF export preserved. Generate the original legacy or custom solutions generated-format invoice PDF.

  • Workflows support. Owner Invoices supports Procore Workflows, including continued use of your existing legacy (V1) workflows. For more information, see For Customers Using Legacy (V1) Workflows.

Things to Know

 Important

  1. Procore will discontinue the legacy Owner Invoicing experience on January 12, 2027. After that date, the legacy owner invoice interface will no longer be available.

  2. Change in behavior: Invoice amounts lock during review and approval

    1. To support workflow controls and ensure invoice amounts, the Schedule of Values cannot be edited while an invoice is Under Review or in an Approved status.

    2. Administrators can still edit the General Information, Attachments, and Custom Fields while invoices are in these statuses.

    3. If Schedule of Values amounts need to change, the invoice must be returned to an editable status first.

There are two ways to opt in, depending on the scope you need:

  1. Individual opt-in. Eligible users can switch to the modernized experience using the opt-in banner on an existing invoice. This opts in only that user — no administrator involvement is required.

  2. Project or company opt-in. A Company Admin enables the modernized experience for an entire project or company through Procore Explore. This applies to everyone on those projects. In Procore Explore search for Remove Legacy Commitment/Subcontractor Invoicing Access.

Because individual opt-in is per-user, a project can have some users on the modernized experience and others on legacy at the same time. For more information, see Considerations and Transition Steps section.

For Customers Using Legacy (V1) Workflows

As of October 13, 2026, you will no longer need to migrate off legacy (V1) workflows before adopting modernized Owner Invoicing. This is a change from prior guidance.

  • Legacy workflows keep running. Nothing about how a legacy workflow behaves changes: the same steps, approvers, routing, conditions, and history still apply. What changes is where you manage them. Legacy workflow items now open and are responded to in the same New Workflows side panel used for New Workflows.

  • In-flight work is not interrupted. Invoices mid-approval when you adopt the modernized experience remain active, accessible, and retain their history. You do not need to abandon, recreate, or re-approve work already in progress.

  • Upgrading to New Workflows is self-service and optional. Also releasing on October 13, 2026, a new self-service upgrade option allows workflow admins to transition from legacy workflows to New Workflows on their own timeline, without contacting Procore Support. For more information, see Transition Path for Customers Using Legacy (V1) Workflows.

  • Availability: As of October 13, 2026, legacy workflow capabilities are generally available across Procore, with Owner Invoicing as the first adopting tool. 

Considerations

  • You can switch to the modernized Owner Invoicing experience at any time. On January 12, 2027, all remaining legacy users will be updated automatically.

  • No action is required prior to the migration date. If you do not opt in early, your account will migrate automatically on January 12, 2027.

  • After the migration date, the legacy Owner Invoicing experience will be permanently retired and unavailable.

  • Budget Changes prerequisite. Including budget changes on owner invoices requires opting into the modernized Owner Invoicing experience and migrating to the new Budget Changes tool. If you have not migrated to the new tool, you can still use the modernized experience, but budget change integration will be unavailable.

  • Legacy PDF output is preserved. If your team or project owner relies on the legacy invoice PDF format (or a custom version created by Procore’s Custom Solutions team), you can still generate it from the modernized experience. Simply select the Historical Standard Invoicing PDF export option. You do not need to remain on the legacy interface to produce legacy-formatted PDFs.

Comparison

The following matrix details key feature enhancements and benefits of transitioning from legacy to modernized Owner Invoicing:

Feature
Legacy Owner Invoicing
Modernized Owner Invoicing

Primary design layout

A fixed table layout with limited on-screen detail.

A modernized layout consistent with Procore's other financial tools, surfacing key invoice detail inline.

Schedule of Values

Core billing columns only.

Adds Gross Amount, Net Amount, and Previous/Current Changes columns. New invoices mirror the row groupings from the previous invoice.

Budget changes

Not available on invoices; contingency movement required separate Prime Contract Change Orders.

Approved budget changes can be included directly on the invoice. (Requires migration to the new Budget Changes tool.)

Cost prefill

Costs prefill for the billing period with limited control.

Hand-select which Subcontractor Invoice and Direct Cost line items prefill, split costs across multiple invoices, and mark costs Non-Billable.

Custom fields & fieldsets

Not configurable.

Configurable fieldsets and custom fields on owner invoices.

Attachments

Fixed attachment order.

Drag-and-drop individual and arrow up/down group attachment reordering before export. Multiple attachment sections for prefilled items. 

PDF export

Legacy invoice and Configurable PDF format.

Multiple export formats, including the Historical Standard PDF export that reproduces the original legacy format, and any customized PDF.

Workflows

Legacy (V1) workflows only, actioned on a separate workflow screen.

Supports New Workflows and legacy (V1) workflows, both actioned in the New Workflows side panel.

Transition Steps

 Important
No manual steps are required, as all accounts will update automatically on January 12, 2027. However, Procore recommends testing the modernized experience on a sample test project first, then switching your entire company over whenever you are ready.

There are two ways to opt in, and they differ in both scope and eligibility. Choose based on who needs access and check the eligibility note on Option 1 first.

  1. Option 1: Opt in as an individual user (evaluation)

  2. Option 2: Opt in an entire project or company (rollout)

Option 1: Opt In as an Individual User (Evaluation)

Available to users whose project Invoicing tool uses New Workflows or no workflows. If your Invoicing tool uses legacy (V1) workflows, the opt-in banner will not appear. Beginning October 13, 2026, the banner will also become available for legacy workflow users. Until then, use Option 2. For details, see the Transition Path for Customers Using Legacy (V1) Workflows.

Any eligible user with access to owner invoices can opt themselves in directly from an invoice — no administrator involvement required.

  1. Open the Prime Contracts tool from the project tools drop-down menu and open a prime contract.

  2. Open an existing owner invoice.

  3. In the beta opt-in banner at the top of the invoice, click to switch to the modernized experience.

What this does and does not do:

  • This opts in only you. Other team members will remain on the legacy experience until they opt in or an administrator enables the feature for the project or company.

  • It is the fastest way to evaluate the modernized experience and the right first step before committing a project to it.

Option 2: Opt In an Entire Project or Company (Rollout)

To enable the modernized experience for everyone on a project or across your company, a Company Admin can turn it on through Procore Explore. This option is available to all customers, including those using legacy (V1) workflows—and until October 13, 2026, it is the only route available for those workflows.

  1. Navigate to the Company level Admin tool.

  2. Click Procore Explore.

  3. In the Procore Explore catalog, scroll or search for Remove Legacy Owner Invoicing/Fundng Access.

  4. Select the specific project(s) or user(s) where you want to activate the modernized experience and select Save & Join.

    • Note: You can also enable the modernized experience at the Company level - for all projects - through Procore Explore. 

  5. Confirm that the modernized experience is active for the project or user:

    • The invoice detail page uses the modernized financial tools layout.

    • A Work Completed: This Period ($) field is editable on group Subtotal rows.

    • Selecting line item checkboxes on the Schedule of Values surfaces an Edit Values button.

  6. Configure the modernized experience for your invoice:

    • Review your SOV grouping options — create, edit, or delete custom groups via Manage Custom Groups, and confirm the groupings your team will bill against.

    • Configure fieldsets and custom fields for owner invoices.

    • Review your export formats, and confirm the Legacy Owner Invoicing PDF export meets any external reporting requirements.

  7. Create a test owner invoice on your sample project to validate the modernized experience end-to-end including prefill, SOV, group row billing, bulk editing line item values, and exporting before enabling the modernized experience company-wide.

Transition Path for Customers Using Legacy (V1) Workflows

 recommendation

Evaluate the modernized experience today on sample projects, but delay company-wide rollout until October 13, 2026. Legacy (V1) workflows will not support the modernized experience until October 13, 2026.

You can opt in early, but doing so before October 13 will prevent invoices from routing through your existing legacy approval workflows.

What "Evaluate" and "Fully Transition" Mean

 

Evaluate (safe to do now)

Fully transition (wait until October 13, 2026)

Purpose

Get familiar with the modernized experience and confirm it meets your needs.

Run your live billing cycles in the modernized experience.

Where

A dedicated test project.

Production projects.

What you exercise

Layout, Schedule of Values, group row billing, bulk Edit Values updates, cost prefill, budget changes, custom fields, exports.

All of the above, plus invoice approvals routed through your legacy workflows.

Approvals

Do not rely on legacy workflow approvals during this period.

Legacy workflow approvals are supported in the modernized experience.

Timeline

Date

What changes for legacy (V1) workflow customers

Today

Evaluate the modernized experience on a test project via Procore Explore. The individual opt-in banner does not appear for you. Legacy workflows cannot be used with the modernized experience, so hold off on transitioning production projects.

October 13, 2026

Legacy workflows become usable with the modernized experience, and the individual opt-in banner becomes available to you. You can begin fully transitioning production projects, and start and respond to legacy workflow items in the New Workflows side panel.

Phase 1 — Evaluate now (before October 13, 2026)

  1. Identify or create a test project that is not running live billing.

  2. Enable the modernized Owner Invoicing experience on that test project through Procore Explore, following the steps in Option 2 above.

  3. Create test owner invoices to validate the full feature set—including the Schedule of Values (SOV), group row billing, bulk Edit Values updates, cost prefill, budget changes, custom fields, and invoice exports.

 Note
Identify any process gaps during testing and contact your Procore representative well before your planned transition date.
 Important
Do not enable the modernized experience on live production projects during this evaluation phase. Additionally, do not rely on legacy workflow approvals while testing.

Phase 2 — Transition (October 13, 2026 or later)

  1. Confirm that legacy workflow support is live in the modernized experience within your environment.

  2. Enable the modernized Owner Invoicing experience on a production project through Procore Explore. As of this date, individual users can also opt in directly using the banner at the top of an invoice.

  3. Run a complete billing cycle on that project including routing invoice approvals through your existing legacy workflows and exporting the final document to verify end-to-end functionality.

  4. Confirm that legacy workflow items start and respond correctly in the New Workflows side panel.

  5. Once that billing cycle completes successfully, proceed to enable the modernized experience on your remaining projects or across your entire company.

 Note
Individual banner opt-in does not allow for end-to-end approval testing. Because it applies only to your account, approvers may still see the legacy experience. To validate approval behavior before a full rollout, enable a project-level opt-in through Procore Explore so all approvers share the same experience.