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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
INVOICE CONTACT
INVOICE ADMINISTRATOR
INVOICE ADMINISTRATOR
Who will create the new invoice?
Who will create the new invoice...
Optional Step
Optional Step
LEGEND
LEGEND
Invoice Manager
Invoice Manager
Invoice Contact
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...

Workflow Details

 

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.