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Send Subcontractor Invoices to ERP Integrations for Accounting Acceptance

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ERP DOCUMENTATION

Each Procore-built ERP integration offers its own unique feature set. Your integration might not support the action described on this page.

To learn about your integration and its supported features, see Things to Know About Your ERP Integration.

To explore all documentation for your integration, see ERP Integrations.

Objective

To send invoices the ERP Integrations tool so they can be accepted by an accounting approver for export to your integrated ERP system. 

Background

To sync invoices in a Procore project with your ERP system, they must be sent to the ERP Integrations tool in Procore for acceptance by an accounting approver. After acceptance, the system will export the invoice data to your integrated ERP system. After invoices are sent to the ERP Integrations tool, users will NOT be able to edit the invoice in the Commitments tool (with the exception of the invoice's attachments). 

Things to Consider

  • Required User Permissions:
    • 'Admin' permission on the project's Commitments tool.
       Notes
      • Access permissions to the Invoicing & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding, or Prime Contracts tool. Procore tool names vary, depending on the point-of-view dictionary configured in Procore. See What tool names and terms are different in Procore for general contractors, owners, and specialty contractors?
      • If you are a collaborator (for example, an invoice contact employed by a company performing work on a project managed in Procore, your ability to perform invoice-related tasks is determined by the Procore company account holder. Settings that the account holder may choose to provide to you include:
        • A Procore User account.
        • Access permissions to the project's Commitments and/or Client Contracts, Funding, or Prime Contracts tool.
        • Membership on the 'Private' list of a specific contract or funding
        • Designated as an 'Invoice Contact' on the contract or funding.
  • Requirements:
    • The invoice must be in the Approved, Approved as Noted, or Pending Owner Approval status. 
  • Considerations, requirements, and limitations vary depending on the ERP system your Procore account is integrated with. See Things to Know about your ERP Integration for details.

Steps

 Tip

If the 'Send to ERP' button is grayed out and unavailable, it's usually because the invoices are not in one of the required statuses.

Send One or More Subcontractor Invoices to ERP

A user with 'Admin' permission on the Commitments tool can perform this task in the project's Invoicing tool. 

  1. Navigate to the project's Invoicing tool.
  2. Click the Subcontractor tab.
  3. Mark the checkboxes that correspond to the invoices that you want to send to ERP.
    Note: To select invoices, they must be in the Approved, Approved as Noted, or Pending Owner Approval status. 
  4. Click Send to ERP.

Send an Individual Subcontractor Invoice to ERP 

  1. Navigate to the project's Commitments tool.
  2. Locate the commitment that contains the invoice that you want to send to ERP Integrations. Then click View. 
  3. If you need to make any changes, click Edit. Then update the commitment as appropriate. See Edit a Commitment.
    Note: To enable the Send to ERP button in the next step, you must place the item into the Approved, Approved as Noted, or Pending Owner Approval status. 
  4.  Click the Invoices tab.
  5. Click Send to ERP.