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Procore

Send Subcontractor Invoice Invitations

Objective

To send subcontractor invoicing invitations for a billing period. 

Background

In order to send subcontractor invoices, you must first create a billing period for the time frame that is being billed for. It is not necessary to send invitations to subcontractors in order for them to submit an invoice. However, the invitation provides a notification and reminder for the subcontractor to help ensure they submit their invoices on time. 

Things to Consider

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

Steps

  1. Navigate to the project's Commitments tool.
    This reveals the Commitments page.
  2. Click the Billings tab.
    This page lists all of the commitments in the Approved and/or Complete status
  3. Mark the boxes for the invoices that you want to send.
    To select all of them, mark the checkbox at the top of the table. If you have not set up an Invoice Contact, the Invoice Status will be set to "No Invoice Contacts" and you will be unable to mark the box to select the company. See Create Invoice Contacts. If the commitment's percentage complete is 100%, an invitation cannot be sent. If the subcontractor needs to create a invoice for release of retention, they do not need an invitation in order to create the retention invoice.
  4. Click Send Invites
    Now that we've issued our Invitations, the Invoice Status has been updated from 'Not Invited' to 'Invited' for the Commitments we invited to bill. If the invitation is accepted, the status will be changed to 'Accepted', and if it is rejected, the status will be changed to 'Declined'.

Next Steps