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Procore

Review Subcontractor Invoices as an Admin

Objective

To review invoices line by line in the project's Commitments tool. 

Background

Project Managers and users with 'Admin' permission on the Commitments tool can approve or reject invoice line items that Subcontractors (or 'Standard' level users or users added as invoice contacts) have submitted. A green checkmark can be selected to indicate that the line item has been approved, and the red x can be selected to indicate that the line item has been rejected. 

Things to Consider

  • Required User Permissions:
    • 'Admin' on the project's Commitments tool. 
       Tip

      When performing your review,  keep in mind that the following users have permission to view the status of line items on the invoice's edit page:

      • Users with 'Standard' permissions on the Commitments tool. 
      • Users designated as 'Invoice Contacts' on the commitment. See What is an invoice contact?
  • Prerequisites:

Steps

  1. Navigate to the project's Commitments tool.
  2. Click the Summary or Detailed tab.
  3. Locate the commitment associated with the invoice that you want to review. Then click View .
  4. Click the Invoices tab.
  5. Locate the invoice that you want to review. Then click Edit.
  6. Click Edit.
  7. Approve or reject the invoice as follows:
    • Click icon-inspections-pass.png to the left of the line item to approve the line item.
    • Click icon-inspections-fail.png to the left of the line item to reject the line item.
       Notes
      • If you reject a line item, you have the option to add comments to document your rejection reason.  
      • Rejection-related comments are NOT included in the automated email that is sent to the subcontractor.  
      approve-reject-line-item.png
       Notes
      • If you have enabled the Enable Subcontractor Proposed Amounts option in Commitment Settings, the Subcontractor Claimed This Period column will appear on this screen. See Create a Payment Schedule.
      • If you reject a line item, the Invoicing tool's export PDF includes a 'Reasons for Difference' table. This shows any comments entered detailing the rejection. See Export an Owner Invoice as a PDF, CSV, or PDF with Attachments
      • While the 'Subcontractor Claimed This Period' column can reflect what a subcontractor submitted, an admin can adjust the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts.

invoice-detail-with-subcontractor.png

  1. Click Save
  2. In the Finish Review pop-up, you can update the status and add any additional comments. The status will default to Revise and Resubmit if there are any line items that have been rejected. If no line items have been rejected, the status will default to Under Review. Additional comments will be sent to any invoice contacts for the commitment if Revise and Resubmit is selected. 

    finish-review-popup.png
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