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Procore

About Subcontractor Invoices

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Objective

To provide Procore users with information about subcontractor invoices in Procore. 

Background

The Invoice Management solution features the Project level Invoicing tool. This tool handles two types of invoices: subcontractor invoices and owner invoices. Subcontractor invoices originate in the project's Commitments tool. Before you can create an invoice, your project team must create a commitment for the project, establish a billing period, and decide who will have permission to submit an invoice.

 Tip
A Subcontractor Invoice is a request for payment submitted by a business or individual who has entered into a binding agreement with another contracting party. In Procore, a subcontractor invoice is an equivalent term for a payable invoice.

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 an...
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 I...
Are you using one of the supported ERP Integrations to sync invoices? 
Are you using one of the suppo...
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...

Workflow Details

Create Your Subcontractor Invoices in Procore

The steps for creating subcontractor invoices in Procore include:

Step Description Learn More
Decide who will have permission to submit an invoice You have these choices:

1. Grant invoice submission rights to downstream collaborators. In Procore, these users are called invoice contacts. 

2. Gather paper or digital invoices from collaborators and grant invoice submission rights to your team. In Procore, these users are your invoice administrators. 

 Considerations
Optional. Decide if you want to collect signatures with DocuSign® There are two (2) ways to collect signatures on commitments and invoices: DocuSign®
Configure the Invoice Management tools Configure the invoicing settings in the Commitments and Invoicing tools. See Configure Settings: Commitments and Configure Settings: Invoicing. Commitments and Invoicing
Establish a billing period Create a billing period and place it in the Open status. A billing period defines the start, end, and due date for submitting an invoice. Manage Billing Periods
Create a commitment Subcontractor invoices originate from commitments. You can create multiple commitments for your collaborators in a Procore project. A commitment must be in the 'Approved' status before you can create an invoice.  Create a Commitment
Optional: Grant invoice submission rights to downstream collaborators Optional: An invoice administrator can grant invoice submission rights to downstream collaborators.   Add Invoice Contacts to a Purchase Order or Subcontract
Configure the 'Advanced Settings' tab on the commitment  For best results, configure the advanced settings before you add line items to the SOV and before you create invoices for the commitment.  Edit the Advanced Settings Tab on a Commitment
Create invoices and submit them before the Open billing period's 'Due Date' Learn the options for creating invoices with the Commitments tool. Only invoice administrators or invoice contacts on a commitment can create subcontractor invoices.  Create a Subcontractor Invoice
Review submitted invoices Once submitted, an invoice administrator can review each line item on the invoice's Schedule of Values to approve or reject it.  Review a Subcontractor Invoice as an Admin
Revise and resubmit invoices If an invoice administrator rejects one (1) or more invoice line items, users can make fixes and corrections until all the line items on the invoice's Schedule of Values are Approved.  Revise & Resubmit an Invoice as an Invoice Contact
Optional. Complete the signature process in DocuSign® Once Approved, you can optionally complete the signature process in DocuSign®. Complete Subcontractor Invoices with DocuSign®
Optional: Sync invoices with an integrated ERP system You'll need to determine if your ERP connector supports subcontractor invoices. ERP Integrations