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Submit a New Invoice as an Invoice Contact

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 Important
If you are an invoice contact for a General Contractor using Procore Pay, see Send a New Invoice as an Invoice Contact using Procore Pay instead of the steps below. 

Objective

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

Background

After creating a new billing period, an invoice administrator can send an 'Invite to Bill to the invoice contact on a commitment. The invite reminds the contact to submit their invoice by the Open billing period's due date. The invite's subject line reads "Project Name: User Name has invited you to bill." Invoice contacts can either accept or decline the invite. Use the steps below when you accept the invite. 

 Tips
  • Is your 'Invite to Bill' lost or missing? If you are an invoice contact, follow the steps in this tutorial to respond to an invite with the Project Level Commitments tool.  
  • Didn't receive an 'Invite to Bill'?  Always confirm with the party that contracted your services for the alternative action to take:
    • An invoice administrator might gather your digital or paper invoice (outside of Procore) and input it into Procore on your behalf. See Create a Subcontractor Invoice on Behalf of an Invoice Contact. This typically occurs when an organization restricts external collaboration in its internal systems.
      OR
    • If you are an invoice contact, an invoice administrator might ask you to create a new invoice in their Procore project. Always confirm that this is the appropriate action to take before you create a new invoice. See Create a New Invoice as an Invoice Contact.

Things to Consider

Steps

Step 1: Respond to an Invite to Bill

There are two ways to respond to an 'Invite to Bill' as an invoice contact: (1) from the 'Invite to Bill' email or (2) from the upstream collaborator's Project level Commitments tool. Use the second option when you know you have invoice contact permissions but the 'Invite to Bill' is missing or lost.

When responding to an invite, you can accept or decline it as follows:

  • To respond to an 'Invite to Bill' email: Show/Hide      
      1. Open your email Inbox. 
      2. Look for the email message with the subject line, " "Project Name: User Name has invited you to bill." 
      3. Open the 'Invite to Bill'. 

        invite-to-bill.png
         
      4. Review the Invoice Details:
        • Commitment. Shows the commitment number and name. 
        • Invoice Type. Shows the invoice type. See Configure Settings: Invoicing. 
        • Billing Period. The date range for the Open billing period. 
        • Invited By. The first and last name of the sender. Typically, this is the invoice administrator. 
        • Due Date. The date your invoice is due. Invoice contacts cannot create or submit an invoice in the Procore project after this date.  
      5. Click one of these buttons to respond to the Do you want to bill this period? prompt:
        • Yes. Accept the invite and submit an invoice. This changes the invoice status to Accepted. Continue with the steps in Submit a New Invoice as an Invoice Contact.
        • No. Decline the invite if you don't want to submit an invoice for the Open billing period. This changes the invoice status to Declined.  
  • To respond to an 'Invite to Bill' in the Commitments tool: Show/Hide      
    1. Navigate to the project's Commitments tool. 
    2. Locate the commitment to which you were added as an invoice contact. 
    3. Under Do you Want to Bill this Period?, indicate your intent to submit an invoice by clicking the Yes button. 
      do-you-want-to-bill-this-period.png
    4. Click the Post Response button. 
 Tip

Can't find your 'Invite to Bill' or uncertain if one was sent?  An invoice contact always has sufficient permissions to create a new invoice for an open billing period in the upstream collaborator's Procore project. See Create a New Invoice as an Invoice Contact.

Step 2: Enter an Invoice Number

  1. Enter an invoice number in the Invoice Number box. 
     Note

    Important things to note about the Invoice # field:

    • An Invoice # is NOT required to save an invoice. You can leave this field blank.
    • An Invoice # is a free-form entry field that lets invoice contacts enter a reference number that corresponds with their own invoice numbering system.
    • A duplicate Invoice # on a commitment is NOT permitted. On one commitment, every invoice must have a unique Invoice #. 
    • An Invoice # does NOT automatically populate on owner invoices. See How does Procore automatically complete amounts on an upstream invoice?
  2. Verify the billing period dates set by the invoice administrator:
    • 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. 
  3. Continue with the next step. 

Step 3: 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 4: 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 5: 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 6: 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.