About the Subcontractor Invoices Tab in the Payments Tool

Objective

To learn about the basic features and controls in the Subcontractor Invoices tab of the Company Payments tool.

Background

Company Admins, Payment Admins, and Disbursers can use the table in the Subcontractor Invoices tab to view a list of all the invoices on the active, Pay-enabled projects in your company's Procore account. From this tab, Payments Disbursers or Payment Admins can track your payment requirements, view any manual holds applied to the invoice, and click links to launch the invoice in the Invoice Management tools. For each invoice, you can also view the Beneficiary Name, Project, Payment Requirements, and other billing information. You can also search the data table for a specific invoice, apply filters, and group line items. Only Payments Disbursers can create disbursements.

Things to Consider

Required User Permissions

Prerequisites

Add or Remove Payments Admins as a Payor

Subcontractor Invoices Table

The key feature in the Subcontractor Invoices tab is the table, which lets you view all of the invoices in your Procore projects that you have been granted permission to see. To learn about the recommended permissions, see What is a Payments Admin? and What is a Payments Disburser?

This tab contains the following elements:

Export. Click this button to export a list of subcontractor invoices.
Search. Enter keywords or phrases to search the list for matching items.
Filters. Click this button to adjust the page filters.
Select a Column to Group. Choose one or more option(s) from this list to group the table rows by the option(s) selected.
Invoice Status. Choose an option from this list to filter the data in the list by invoice status.
Payment Status. Choose an option from this list to filter the data by payment status.

Default Columns

This table details the default columns.

Column	Description	Default Setting	Learn More
Invoice #	Click a hyperlink to open the corresponding invoice number at the Project level. Procore assigns an Invoice # at creation. Note: Users can also mark one (1) or more Invoice # checkboxes to activate the Add to Disbursement button to add invoices to Draft disbursements. See Add Subcontractor Invoices to a 'Draft' Disbursement.	ON	Create Subcontractor Invoices
Payment Readiness: Requirements	Displays a pie chart of the invoice's payment requirements. BLACK indicates all requirements are met, GRAY indicates incomplete requirements. A unit fraction shows completed payment requirements for each invoice. Click the link to view the invoice’s payment requirements	ON	Manage Payment Requirements
Payment Readiness: Holds	Shows the number of holds applied to an invoice. See What is a manual payment hold on a project invoice?	ON	Manage Payment Holds
Payment Status	Shows the current payment status of each invoice. The status options include: Paid, Partially Paid, or Unpaid	ON	What are the default payment statuses in Procore Pay?
Invoice Status	Shows the current status of each invoice. Use the Project level Invoicing tool to change status. See What are the default statuses for Procore invoices?	ON	Bulk Edit the Status of Subcontractor Invoices with the Invoicing Tool
Beneficiary Name	Shows the name of the payee. This corresponds to the 'Contract Company' set on the invoice's commitment contract. To change the company name, edit the Name field under the company's account profile in the Company level Directory tool.	OFF	Edit a Company in the Company Directory
Project	Shows the name of the Procore project associated with each invoice.	ON	Change the Name of a Procore Project
Billing Period	Shows the invoice billing period. An invoice administrator creates billing periods.	ON	Manage Billing Periods
Amounts Group	Groups the 'Amount' columns in the table	ON	-
Gross Amount	Shows the total amount of the invoice before subtracting retainage.	ON	Create a Commitment
Net Amount	Shows the actual cost of the invoice after subtracting retainage.	ON	Create a Commitment
Paid Amount	Shows the amount paid against the invoice to date.	ON	Create Subcontractor Invoices
Invoice Dates	Shows the dates entered as the Period Start and Period End on the invoice. These show the Billing Period Dates by default. You can change the dates.	ON	Create Subcontractor Invoices
Payment Date	Shows the Payment Date entered on the invoice.	ON	Create Subcontractor Invoices
Submitted Date	Shows the Submitted Date entered on the invoice.	ON	Create Subcontractor Invoices
Contract	Click the hyperlink to launch the Project level Commitments tool and open the commitment.	ON	View Commitments
Total Contract Amount	Shows the commitment contract's total amount.	ON	Create a Commitment
% Complete	Shows the percentage of Total Completed and Stored to Date as a % of the Total Amount of the Commitment Contract for the invoice.	ON	Create Subcontractor Invoices

Create Disbursement

When you select more than one (1) checkbox as pictured above, the Create Disbursement button appears. To learn more, see Create Disbursements.

Manage Rows & Columns

To learn how to manage the rows and columns, see Manage Rows & Columns on the Subcontractor Invoices Tab.

Apply Search & Filter Options

To learn how to apply the search and filter options, see Search for and Apply Filters on the Subcontractor Invoices Tab.

Export a List

To learn how to export a list of subcontractor invoices, see Export Subcontractor Invoices from the Payments Tool.