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Procore

Start a New Billing Period and Send Invoice Emails

Objective

To start a new billing period to use in your project's subcontractor invoices. 

Background

In Procore, a billing period defines the billing cycle that is used for invoicing your project's subcontractors. In addition to defining the frequency of the billing period (for example, monthly or weekly), it also defines the billing period's start date, the invoice's due date, and the billing period's end date. 

Examples

Common billing periods include:

  • Monthly
    Examples of common monthly billing periods are below:
    • Starts on the 1st day of a month and ends on the 30th of the same month.
    • Starts on the 15th of one month and ends on the 14th of the following month. 
  • Weekly 
    Examples of common weekly billing periods are below:
    • Starts on Sunday of this week and ends on Saturday of this week.

There are two methods for creating subcontractor invoices in Procore. The method that your project's subcontractors use is determined by your company's (or project's) specific business requirements:

Note: If you do not know which billing method your project's subcontractors should be using, please ask a member of your project's leadership team. 

Whichever method you choose for your project, you also have the option to invite your subcontractor to submit an invoice. To do this, send them an invitation when creating an invoice. This provides your subcontractors with an email notification/reminder to ensure that their invoices are submitted on time. 

Things to Consider

  • Required User Permissions:
    • 'Admin' on the project's Commitments tool.
      OR
    • To create an invoice for the most recent billing period, 'Standard' permissions on the Commitments tool.
      Note: Even if an 'Admin' user created all billing periods for the year, a user with 'Standard' level permission (i.e., typically, the subcontractor) can only create the invoice for the last billing period in the billing period series. 
  • Prerequisites:

Steps

  1. Navigate to the project's Commitments tool.
  2. Click the Billings tab.
    This page lists all of the commitments in the Approved and/or Complete status
  3. Click the + Start New Billing Period button in the right pane.

    start-new-billing-period.png

    This reveals the Start New Billing Period window.
  4. Click Manual
    Note: To learn how to create automatic billing periods, see Create Automatic Billing Periods.
  5. Select a Period start, Period end, and Billing date for the billing period. To configure these dates to automatically be set up each month, see Configure Advanced Settings: Commitments
    Note: The billing date is the due date that the subcontractor needs to create (not submit) the invoice by. If the Billing Date has passed, the subcontractor cannot submit the invoice, though an Admin level user can create one on their behalf. If the invoice has been created, and the Billing Date has passed, the subcontractor can still Edit and/or Submit the invoice if the status is in 'Draft' or 'Revise & Resubmit'.
  6. Click Start New Billing Period. Now that you have finished creating your billing period, you can send invites to subcontracting companies for that period.

    manual-billing-period.png
     
  7. Select the contracts you want to send invites for. To select all of them, mark the checkbox at the top of the table. If you have not set up the invoice billing distribution, the Invoice Status will be set to "No Billing Recipient" 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 the invoice for release of retention, they do not need an invitation in order to create the retention invoice.
  8. 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'.

See Also