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Submit a New Invoice as an Invoice Contact

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 Legacy Content

This tutorial details Procore's legacy experience for submitting a new invoice as an invoice contact. 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 the Submit a New Invoice as an Invoice Contact tutorial under the Invoicing tool instead of the information below.

Objective

To submit a new subcontractor invoice as an invoice contact after accepting an 'Invite to Bill.' 

Background

If you are the designated invoice contact for a purchase order or subcontract, the company you are performing work for creates a billing period to define the 'Due Date' for submitting your invoice. Once the billing period is created, the invoice manager has the option to send you an email message with the subject line, "Project Name: User Name has invited you to bill." This invite is a courtesy reminder to help ensure that you create and submit your invoice before the due date. 

Things to Consider

  • Required User Permissions:
    • To create a new subcontractor invoice in response to an 'Invite to Bill' before the 'Due Date' of the billing period, 'Read Only' level permissions on the project's Commitments tool and you must be the designated 'Invoice Contact' on the purchase order or subcontract.
       Notes
      • Adding an invoice contact to a purchase order or subcontract also adds the person to the 'Private' list.
      • If you are the designated invoice contact and want to submit an invoice after the 'Due Date,' you must contact the company you performed the work for to request that they create the invoice on your behalf. See Create an Invoice on Behalf of an Invoice Contact. Invoice contacts cannot submit invoices in Procore after the due date passes. 
      • If you are the designated invoice contact and cannot find the 'Invite to Bill' that you were sent, you do NOT need the email message to create a new invoice. As long as it is before the 'Due Date', you can log in to Procore and navigate to the Commitments tool to create the new invoice for the purchase order or subcontract.

Prerequisites

Steps

Step 1: Enter an Invoice Number

 Notes
  • If you responded to an 'Invite to Bill' by clicking 'Yes' (see Accept or Decline an 'Invite to Bill' as an Invoice Contact), skip steps 1-3 and start at step 4 below.
  • If you are already signed into Procore or can't find your 'Invite to Bill', you can create an invoice by starting at step 1 below. 
  1. Navigate to the project's Commitments tool. 
  2. Under the Contracts tab, locate the contract in the table. Then, click the Number link to open it.  

    commitments-contracts-number-link.png
     
  3. Click the Create Invoice button. 
    This opens the 'Create New Invoice' page. 
  4. Enter an invoice number in the Invoice Number box. 
     Note
    • Invoice # is NOT a required field, you can leave this field blank.
    • Typically, Procore users use this freeform field to enter a reference number corresponding to the downstream collaborator's invoice number. If you enter an 'Invoice #', it must be unique from all other invoices created for the corresponding commitment contract. If you attempt to enter a duplicate number, a RED warning banner appears across the top of the page to remind you to enter a unique number. 
    • Procore does NOT automatically complete the 'Invoice #' entered here on associated upstream invoices. To which fields are automatically completed, see How does Procore automatically complete amounts on an upstream invoice?
  5. Verify the information in the following fields. Procore automatically completes the following dates for you:
     Note
    Your invoice's billing period dates are set by the payor's invoice administrator. If you are submitting an invoice for a different billing period, you can select from a list of existing billing periods. All billing period fields are required.
    • Billing Date
      Indicates the due date for the billing period. 
    • Period Start
      Indicates the start date for the billing period. 
    • Period End
      Indicates the end date for the billing period. 
  6. Continue with the next step. 

Step 2: Update the Schedule of Values

  1. Scroll to the Complete Schedule of Values section.
    The data entry format depends on the accounting method set on the commitment by the invoice administrator. See How do I set the accounting method for a contract or funding?
  2. Choose the method below that corresponds to what you see on the screen:
    • Amount-Based Accounting Method
      1. Choose one of these entry options:
        • Percentage (%). Enter the percentage of work completed for this invoice's billing. An entry here automatically updates the value in the 'From This Period' column for you. 
          OR
        • From This Period. Enter the dollar amount of work completed for this invoice's billing period.
          AND
      2. Enter a dollar amount in the Materials Presently Stored field. This value remains in this column on future invoices. On a future invoice, you can update the 'From This Period' column to reflect any new work completed for that invoice's billing period.  
      3. Update your approved commitment change orders and add any attachments to your invoice now.
    • Unit/Quantity-Based Accounting Method
      1. Choose one of these entry options:
        • Enter the percentage complete in the % box. Procore automatically updates the 'Quantity' and 'Value' columns. 
          OR
        • Enter an amount in the Quantity box. Procore automatically updates the '%' and 'Value' columns. 
      2. Optional. If you need to release retainage, enter the dollar amount of retainage that you're requesting to be released on this invoice in the Released this Period field. 
  3. Continue with the next step.

Step 3: Update Approved Commitment Change Orders

  1. Scroll to the Approved Commitment Change Orders section.
  2. Enter the dollar amount or percentage complete for each line item. 
    Only change orders in the Approved status appear here. See Approve or Reject Commitment Change Orders.
  3. Continue with the next step.

Step 4: Add Attachments

If you have any files to add as an attachment to the invoice, you can add them now. For example, you might be required to add a lien waiver or a signed PDF copy of the invoice. 

  1. Scroll to the Attachments section.
  2. Click Attach Files.
  3. Upload any file attachments that you might be required to include with your invoice.
     Tip
    Do you need to provide a signed PDF copy of the invoice?  If yes, follow these steps in Export a Subcontractor Invoice. After you sign the PDF, you can use the steps above to attach it to your invoice.
  4. Continue with the next step.

Step 5: Save or Submit an Invoice

If you are ready to submit the invoice for review, you may do so now. If you want to submit the invoice at a later time, you have the option to save the invoice. Choose one (1) of these options:

  • If you are NOT ready to submit the invoice, click Save. This sets the invoice's status to Draft.
    OR
  • If you are ready to submit your invoice to the payor for review, click Send. This automatically sets the invoice's status to Under Review. Unless an invoice administrator changes the status to Revise & Resubmit, you will NOT be permitted to edit the invoice after you submit it.