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Add a New Payment to the Payments Issued Tab of the Invoicing Tool

Objective

To add a payment to the Payments Issued tab of the Invoicing tool. 

Background

To keep track of any payments that your company issues for subcontractor invoices, you can use the steps below to add a payment record to the Payments Issued tab on a commitment. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the projects Commitments tool. 
       Notes
      • User permissions are NOT managed in the project's Invoicing tool. Instead, the Invoicing tool is designed for users with 'Admin' level permissions on the Prime Contracts and/or Commitments tool. 
      • If you are a collaborator (for example, an invoice contact for a subcontracting company that is performing work for a general contractor managing your contract in Procore), your ability to perform invoice-related tasks is determined by the project team that controls these settings for your Procore user account: 
        • Your user account's permissions on the project's Commitments and/or Prime Contracts tool.
        • Your membership on the 'Private' list of a specific prime contract, purchase order, or subcontract.
        • Your designation as an 'Invoice Contact' on a prime contract, purchase order, or commitment.
      • To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.

Steps

  1. Navigate to the project's Invoicing tool.
  2. Click the Subcontractor tab. 
  3. Click the link in the Commitment column to open the commitment that you will be issuing a payment for.
  4. Click the Payments Issued tab.
  5. Click Edit.
    create-payment-issued.png
  6. Complete following fields:
    • Invoice
      Select an existing invoice from the drop-down that the issued payment is attached to.
      Note: If the payment is linked to the invoice, the Payment Status column on the Billings page will update from Unpaid to either Partially Paid or Paid for that invoice's billing period only.
    • Date
      Select the date you wish to record the issued payment.
    • Payment #
      Enter in the related payment number for the issued payment.
    • Invoice #
      Enter in the related invoice number for the payment issued.
    • Check #
      Enter in the related check number for the payment issued.
    • Notes
      Enter in any additional notes regarding the issued payment for record purposes.
    • Amount
      Enter in the amount of the payment.
    • Attachments
      Attach any relevant files or documents.
  7. Click Add

 

If you would like to learn more about Procore’s invoice management software and how it can help your business, please visit our construction invoice management software product page here.