Bulk Edit the Status of Subcontractor Invoices

Objective

To bulk edit statuses for multiple subcontractor invoices. 

Background

Use the steps below to change the status of multiple subcontractor invoices at once. 

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's 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.

Prerequisites

• Create an Invoice on Behalf of an Invoice Contact
  OR
• Submit a New Invoice as an Invoice Contact

Steps

1. Navigate to the project's Invoicing tool.
2. Click the Subcontractor tab.
3. Mark the checkboxes next to the invoices that you want to update.
4. Click Edit.
   
5. Select the appropriate status from the drop-down list:
   • Draft. The invoice still needs to be approved. Costs are not reflected in the budget.
   • Under Review. The invoice is currently being reviewed by an approver. Costs are not reflected in the budget.
   • Revise & Resubmit. The invoice needs to be reviewed and resubmitted. Costs are not reflected in the budget. 
   • Pending Owner Approval. The invoice is waiting to be approved by the owner. Costs are not reflected in the budget.
   • Approved as Noted. This amount will not show up on the budget.
   • Approved. This amount will show up in the Job to Date Costs column on the budget.

      Notes

     • When creating an invoice (see Create an Invoice on Behalf of an Invoice Contact or Create and Submit an Invoice as an Invoice Contact), change the invoice's status to 'Under Review' when you are ready to send it to the invoice administrator. The administrator can then change its status to 'Approved' as needed. 
     • Users with 'Standard' level permissions can bulk edit invoices only when the invoice is in the 'Draft' or 'Revise & Resubmit' status.
6. Click Save Edits. 

See Also

• Create an Invoice on Behalf of a Subcontractor
• Submit a New Invoice as an Invoice Contact