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Procore

Configure Settings: Invoicing

 

Objective

To configure settings for your project's Invoicing tool.

Things to Consider

  • Required User Permission: 'Admin' on the project's Commitments tool.

Steps

  1. Navigate to the project's Invoicing tool.
  2. Click the Configure Settings icon-config-settings.pngicon.
  3. After you finish modifying the configurations, click Update at the bottom of the page to save your changes.

Invoice Settings

invoicing-settings-new.png  

  • Start Date / End Date: Enter which days of the month you want the billing period to begin and end. You can leave any of the day pickers blank if you don't want that day to prefill.

  • Due Date: Enter which day of the month is the monthly due date. You can leave any of the day pickers blank if you don't want that day to prefill. This is the due date that the subcontractor needs to create (not submit) the invoice by. If the due date has passed, the subcontractor cannot create an invoice, although an admin-level user can create one on their behalf. If the invoice has been created, and the due date has passed, the subcontractor can still edit and submit the Invoice if the status is in 'Draft' or 'Revise & Resubmit'.

  • Remind subcontractors to bill: Mark the box if you want to send reminder emails after sending billing invitations. You can select how often you want to send reminder emails in the Frequency field.

  • Custom Email Message: Enter any custom email text you want included in the emails sent to those invited to create an invoice.

  • Send a digest of Under Review invoices: Specify whether or not you want digest emails to be sent every week on Monday when an invoice has a status of Draft, Under Review, or Revise and Resubmit. These emails will be sent to the people who are listed in the Invoice Distribution drop-down field, located in the Default Distributions section of Commitment Settings. 
  • Notify subcontractors when invoices are approved: Mark this field if you want notification emails to be sent to subcontractors when an invoice status is set to "Approved" or "Approved as Noted".
  • PDF Footer Text: Text you enter here will appear in the footer of invoice PDFs created by a user with admin permissions. It will not appear on invoice PDFs created by a user with standard or read-only permissions. This field is useful for adding a statement regarding local regulations compliance.
  • Show amounts subcontractors claim​​​​​​​: If you enable this setting, general contractors will be able to differentiate between what a subcontractor claims and what the general contractor approves. In Australia and New Zealand, enabling this setting will also let general contractors create a payment schedule PDF in response to subcontractor's invoice. See "Review Invoices as an Admin" in the See Also section below. Admin permissions are needed in order to create a payment schedule. See "Create a Payment Schedule" in the See Also section below.
    The following items are included in the PDF:
    • Total Claimed Amount (excluding retainage)
      Note: This field pulls from the Subcontractor Claimed This Period column of the invoice detail.
    • Total Approved Amount (excluding retainage)
      Note: Regardless of invoice status, this field pulls from "Column E: Work Completed This Period" plus "Column F: Materials Presently Stored" on the invoice detail.
    • Line-by-line claimed and approved amounts in the detail table
    • The overall comment for the invoice
    • A Reasons for Difference table which includes comments on individual line items where there was a difference between the claimed and approved amounts. For information about adding comments, see "Review Invoices as an Admin" in the See Also section below.
  • Allow Over Billing: Mark this box if you want to allow the subcontractor to bill over 100%.

    See Also

     

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