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Procore

About Subcontractor Invoices

Objective

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

Background

Procore's Invoice Management product includes the Project level Invoicing tool, which supports two types of invoices on a construction project:

  • Payable Invoices. In Procore, your accounts payable invoices are called subcontractor invoices. This tutorial provides you with an introduction to the subcontractor invoice workflow in Procore. Payable invoices are created in the project's Commitments tool, where your purchase orders and subcontracts are also created. 
  • Receivable Invoices. In Procore, your accounts receivable invoices are called owner invoices. The receivable invoice process works with the project's Prime Contracts tool and also lets you base your owner invoices on your subcontractor invoices. 

Procore's Invoice Management tools supports progress billing, so your team can incrementally collect, review, and approve invoices for the agreed upon progress milestones or billing cycles identified in your contracts.

The first step of the invoicing process is to create your purchase orders and subcontracts, and to designate an invoice contact for the subcontractors and vendors who will be billing you for the work they perform. The next step is for the person (or people) responsible for managing your project's invoices to set up a billing period. In this documentation, we refer to that person as the invoice administrator. A billing period allows you to organize your invoices—monthly, weekly, or a custom length. 

For your project, you can choose to create the invoices for your subcontractors and vendors or you have option to send your invoice contacts an 'Invite to Bill'—which is a courtesy reminder to submit the invoice by the due date. After the subcontractor invoices are submitted, you can generate your project's owner invoices based on your subcontractor invoices. 

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 & Resubmit an Invoice as an Invoice Contact
Revise & Resubmit an I...
REVISE & RESUBMIT
REVISE & 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

Submit a New Invoice as an Invoice Contact
Submit a New Invoice...
Review an Invoice as an Invoice Administrator
Review an Invoice as an...
Are you using one of the supported ERP Integrations to sync invoices? 
Are you using one of the suppo...
Sage 300 CRE
Sage 300 CRE
QuickBooks
QuickBooks
Are You Using Sage 300 CRE or QuickBooks? 
Are You Using Sage 3...
See the 'Export Approved Subcontractor Invoices to QuickBooks' Workflow
See the 'Export Approved S...
See the 'Export Your Approved Subcontractor Invoices to Sage 300 CRE' Workflow
See the 'Export Your Appro...

Workflow Details

Create Your Subcontractor Invoices in Procore

The steps in the subcontractor invoice workflow are designed for use by your team's invoice administrator(s). You also have the option to either create all of your project's subcontractor invoices on behalf of your invoice contacts or to invite your invoice contacts to submit their own invoices:

  1. Add at least one (1) invoice contact to the purchase order or subcontract using one (1) of these tools:
  2. Create a billing period using the Invoicing tool:
  3. Decide who can create invoices for your Procore project. Users have these choices:
  4. After the invoices are created, a user with 'Admin' level permissions must review it. See Review a Subcontractor Invoice as an 'Admin.'
    •  If you are an 'Invoice Contact' who has also been granted 'Standard' permission on a project's Commitments tool, you can check the status of the line items on your invoice, see any comments left by the person who reviewed your invoice submission and adjust those line item amounts as needed to resubmit your invoice for another review. To learn more, see Revise & Resubmit an Invoice as an Invoice Contact.

Optional: Export Your Subcontractor Invoices to an Integrated ERP System

If your company is using one of Procore's ERP Integrations and you want to sync the subcontractor invoices from your Procore project with an integrated ERP system, you first need to determine if subcontractor invoice exports are supported. The list below details the ERP Integrations that support subcontractor invoice exports. 

ERP Integration Name  For instructions
Integration by Procore: Connects Procore to Viewpoint® Spectrum® Subcontractor invoices cannot be synced at this time.
Integration by Ryvit: Connects Procore to Viewpoint® Vista™ Subcontractor invoices cannot be synced at this time.
Procore + Sage 100 Contractor® Subcontractor invoices cannot be synced at this time.
Procore + Sage 300 CRE® Export Subcontractor Invoices from Procore to Sage 300 CRE®
Procore + QuickBooks® Export Subcontractor Invoices from Procore to QuickBooks®

 

If you would like to learn more about Procore’s commitments software and how it can help your business, please visit our construction financials tool product page here.