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Procore

Submit an Invoice as a Subcontractor

Objective

To submit the invoice as a subcontractor. 

Background

In Procore, there are two types of financial commitments that end users can create: (1) a purchase order, which a legal request to order a good or service from a buyer, and (2) a subcontract, which defines the legally agreed-upon pricing and conditions of the purchase. Related to purchasing, is the invoice, which is a legal statement issued by a seller to a buyer. The invoice lists the types and quantities of the goods (e.g., equipment, materials, and so on) and/or services (e.g., inspections, installations, and so on) that were provided. It often accompanies a bill, which specifies the total monetary amount due in exchange for the goods supplied/services rendered. In many organizations, a purchase order is commonly initiated for smaller monetary amounts and a subcontract is initiated when the value of the goods/services is higher.

In a Procore project, invoices for both purchase orders and subcontracts can be created in the Project level Commitments tool.  They are also formatted in a typical progress billing format with a cover page and a detail line item page.  

If you are a subcontractor on a project that is using Procore,  the general contractor has the option to send you an invitation to bill them for the work you performed or the goods and services you provided.  This invitation is sent to you by email. To submit a bill, use the Steps below. 

Things to Consider

  • Required User Permission:
    • To submit the invoice whether or not the 'Due Date' for the billing period has passed, 'Admin' level permission on the Commitments tool. This permission is typically assigned to the general contractor.
      OR
    • To submit the invoice before the 'Due Date', 'Standard' level permission on the Commitments tool. This permission is typically assigned to a subcontractor. 
      AND
      • Listed as a member of the 'Private' list on the commitment. 
        OR 
      • Listed as a member of the 'Invoice Distribution'. See "Create Invoice Contacts" in the See Also section below.
  • Additional Information:
    • If you are a subcontractor, look for an email with "has invited you to bill" in the subject line. If you do not have a copy of the email and you know the billing period is open, see Submit from Commitment.

Prerequisites

  • The general contractor must specify the subcontractor as the 'Contract Company' on a commitment in the 'Approved' status (e.g., an approved purchase order or a subcontract). See Approve and Sign a Commitment Contract.
  • The general contractor must create a new billing period. See Start a New Billing Period and Send Subcontractor Invoice Invitations.

Steps

Submit from Email

  1. If the contractor has issued you an invitation to submit a  bill, you'll receive an email notification like the one shown below.


     
  2. Under the Do you want to bill this period? area, choose one of the following:
    • If you want to submit the invoice, click Yes. Then click Post Response and continue with step 3.
      OR
    • If you are not ready to submit the invoice, click No. Then click Post Response
      Note: If you change your mind after posting your response, you can update your response to the invitation if the 'Due Date' has not yet passed and the contractor who sent you the invitation has the 'Billing Period' set to 'Open'. To do this, click Do you want to bill this period? again, choose Yes, and then click the Post Response button. 
  3. At the Create New Invoice page in Procore, the Period Start, Period End, and Billing Date is pre-filled with what the contractor set. Enter the invoice number, if applicable.
  4. In the Detail section, enter either your percent complete or amount complete for each line item in your original schedule of values. See "For Commitments Formatted as Unit Quantity" and "For Commitments Formatted as Amount Based" in the See Also section below. 
  5. Enter the materials presently stored amount. This will be added to the percent complete for each line item. See "For Commitments Formatted as Unit Quantity" and "For Commitments Formatted as Amount Based" in the See Also section below. 
  6. In the Approved Commitment Change Orders section, repeat the process for each change order's line items by entering the percent or amount complete for each line item. Any new approved change orders will automatically be added here.
    Note: You can only bill by line item on change orders that have been created after 11/6/2016.
  7. Attach any required backup documentation, such as lien waivers.
    • If the contractor requires the Invoice to be signed, complete the following steps:
      1. Click Save.
      2. Click Export and select PDF.
      3. Sign the PDF.
      4. Return to Procore and select the Summary tab.
      5. Click Edit.
      6. Attach the signed PDF.
  8. If you are not ready to submit to the contractor, click Save. This will set the status of the invoice to "Draft." If you are ready to submit it to the contractor, click Submit for Review. This will set the status of the invoice to "Under Review."
    Note: Once you submit the invoice to the contractor, you will not be able to edit it unless the contractor changes the status to Revise & Resubmit. 

Submit from Commitment

  1. Navigate to the commitment you want to create the invoice for.
  2. Click + Create Invoice.
  3. Complete steps #2-8 above. 

For Commitments Formatted as Unit Quantity

  1. Fill out the following fields for each line items that will be paid for by the invoice:
    • This Period (qty): Enter the quantity for each line item for this period and the dollar value will automatically be calculated. If you prefer to enter a percentage value for work completed instead, enter the percent and the quantity for this period and the dollar value will automatically be calculated.  
  2. If you need to release retainage:
    1. Complete Steps 6 & 7 above.
    2. Click Save.
    3. In the Detail subtab, click Edit.
    4. Released this Period ($): Enter the dollar amount of retainage to be released this period.
    5. Finish Step 8 above.
  3. To save the invoice, click Save. To submit it for review, click Submit for Review

    For Commitments Formatted as Amount Based:

    1. Fill out the following fields for each line items that will be paid for by the invoice:
    • Work Completed (This Period): Enter the dollar amount of work completed in the invoice's pay period. If you prefer to enter a percentage value of work completed instead, click the calculator icon and enter the percentage, and click Save. Procore will automatically translate the percentage of work into the equivalent dollar amount. 
    • Materials Presently Stored: Enter the dollar amount of materials presently stored on the job site or nearby storage facility that was not included in the costs for "Work Completed" (D and E ) columns. Please note that the values entered here will remain in this column on future invoices until it is manually moved to Work Completed. See "How do I bill for Stored Materials?" in the See Also section below for more information.
    1. If the contractor will create a payment schedule once the invoice is approved, enter the amounts for the work you are claiming this period in the Subcontractor Claimed This Period column of the invoice detail. In order for this column to appear, the payment schedule feature must be enabled in the Commitment tool’s configuration settings. See "Configure Settings: Commitments" in the See Also section below.
    2. If you need to release retainage:
      1. Complete Steps 6 & 7 above.
      2. Click Save.
      3. In the Detail subtab, click Edit.
      4. Released this Period - Work Retainage ($): Enter the dollar value of work retainage to be released this period.
      5. Released this Period - Materials Retainage ($): Enter the dollar value of materials retainage to be released this period.
      6. Finish Step 8 above.
    3. To save the invoice, click Save. To submit it for review, click Submit for Review

See Also