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Accept or Decline an 'Invite to Bill' as an Invoice Contact

Objective

To accept or decline an 'Invite to Bill' as an invoice contact.

Background

If you are the designated 'Invoice Contact' for a subcontracting company, the invoice administrator will create a billing period in Procore. After the billing period is open, the invoice manager will also send you an email message with the subject line, "Project Name: User Name has invited you to bill."  This 'Invite to Bill' message is sent as a courtesy reminder to help ensure that you create a new subcontractor invoice before the billing period's 'Due Date'. You have the option to accept or decline the invitation to bill.

Things to Consider

  • Required User Permissions:
    • To accept or decline the 'Invite to Bill' email message, 'Read Only' level permissions on the project's Commitments tool.
      AND
    • Your user account must be designated as an invoice contact on the purchase order or subcontract.

Prerequisites

Steps

  1. Open your email Inbox. 
  2. Look for the email message with the subject line, " "Project Name: User Name has invited you to bill." 
  3. Open the invite to bill. 

    invoicing-invite-to-bill.png
  4. Review the Invoice Details:
    • Billing Period. Indicates the date range for the current billing cycle for which you can submit an invoice. 
    • Invited By. The name of the Procore user who sent you the 'Invite to Bill.' This is typically the invoice administrator. 
    • Due Date. The date your invoice is due. You cannot submit an invoice in Procore after this date passes.  
  5. Respond to the Do you want to bill this period? question:
    • Yes. If you are ready to create a new invoice for this billing period, click this button to open the new invoice page in the Procore web application. Procore changes the status of the invoice to 'Accepted.'
       Notes
      • If you are not currently logged into your Procore user account, you will be required to enter your login credentials to validate that you have been granted the appropriate permission to open the New Invoice page. 
      • If you do NOT create the invoice now, you will not be able to view your invoice using the 'Invoices' tab of the commitment until you complete the steps in Submit a New Invoice as an Invoice Contact.  
      • If you are attempting to log in after the billing period's 'Due Date,' a banner message appears to notify you that the due date has passed and you will not be permitted to submit an invoice at this time. 
      • If you want to submit an invoice after the 'Due Date,' you must contact the company you performed work to request that they create the invoice on your behalf. See Create an Invoice on Behalf of an Invoice Contact.
    • No. If you do NOT want to create a new invoice for this billing period click this button. Procore records your response and displays the following confirmation message to show you indicated that you did not want to bill this period. 

      no-response-invite-to-bill.png
       Tip
      If you misplaced or inadvertently deleted your 'Invite to Bill', see Does an invoice contact need an 'Invite to Bill' to submit an invoice?

 

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 .