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Review a Subcontractor Invoice as an Admin

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 Legacy Content

This tutorial details Procore's legacy experience for reviewing a subcontractor invoice as an invoice administrator with the Commitments tool. The information on this page will be replaced with updated content when the redesigned subcontrator invoice beta experience is generally available. To learn about this release and its timeline, see Financial Management: New Admin View for Subcontractor Invoices.

Important! If you are using the subcontractor invoice beta experience, please see Review a Subcontractor Invoice as an Admin under the Invoicing tool instead of the information below. 

Objective

To approve or reject the line items on a subcontractor invoice using the project's Commitments tool. 

Background

If you are responsible for managing your project's subcontractor invoices for accuracy, you can approve or reject individual line items on the invoice. In order to perform a review as an invoice administrator, your Procore user account must be assigned the required user permissions described below. After these permissions are assigned, you can then navigate to the invoice using either the project's Commitments tool or the project's Invoicing tool. This tutorial shows you how to review your project's invoices using the Commitments tool. 

Things to Consider

Steps

  1. Navigate to the project's Commitments tool.
  2. Click the Contracts tab. 
  3. Locate the purchase order or subcontract with the invoice in the contracts table. Click its Number link to open it.
  4. In the purchase order or subcontract, click the Invoices tab.
  5. In the 'Invoices (Requisitions)' table, locate the invoice to review. Then click View.
  6. Click the Detail tab.
  7. Click the Edit button.
  8. In the Line Items table, approve or reject each line item on the invoice as follows:
    • To approve a line item:
      • Click the GREEN checkmark so it appears in a circle icon-inspections-pass.png. 
        OR
    • To reject a line item:
      • Click the RED 'x' so it appears in a circle icon-inspections-fail.png.  
      • Enter a reason in the Leave a Reason Why box.
        invoice-detail-leave-a-reason-why.png
         Important
      • Press ENTER to submit your explanation for rejecting the line item. 
         Note
        • If you have turned the 'Show amounts subcontractors claim' option ON in the Configure Settings page of the project's Invoicing tool, the 'Proposed Amount' column appears.
        • The 'Proposed Amount' column can reflect what an invoice contact submitted, a user with 'Admin' level permissions can adjust the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts.
  9. Click Save. 
  10. In the Finish Review popup window, update the status as needed and add any information in the Overall Comments box.

    finish-review-popup.png
  11.  Click Update to complete the review.
     Notes
    • If you rejected any of the line items, Procore automatically sets the status to Revise and Resubmit. The system also sends an email notification so the downstream collaborator can Revise & Resubmit an Invoice as an Invoice Contact. 
    • If you approved all of the line items, Procore automatically sets the status to Under Review.