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Configure Settings: Invoicing

Objective

To configure the advanced settings for the project's Invoicing tool.

Background

If your project team plans to use Procore's Invoicing tool,  it is recommended that you configure the tool's settings before your team starts to create invoices for the project. Invoice settings controlled at the project level include:

  • Default Billing Period. The settings in this section let you define the default billing period for the invoicing tool. Completing this information gives Procore the ability to automatically complete the date fields in the window that appears when users click the +Create Billing Period button. 
  • Emails. The settings in this section let you add the body of an outgoing message on your invites and reminder messages. 
  • Other. The settings in this section let you choose to include a footer on your invoices, to show or hide the amounts being claimed by subcontractors, and also lets you decide if subcontractors are permitted to overbill. 

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.

Steps

  1. Navigate to the project's Invoicing tool.
  2. Click the Configure Settings  icon.
  3. Update the settings as follows:
    invoicing-config-settings-default.png
    • Start Date/End Date. Enter which days of the month you want the billing period to begin and end. Completing this information gives Procore the ability to automatically complete the date fields in the window that appears when users click the +Create Billing Period button. 
    • Due Date. Enter which day of the month is the monthly due date. 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'. Completing this information gives Procore the ability to automatically complete the date fields in the window that appears when users click the +Create Billing Period button. 
    • 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.
       Note
      flag-australia.png In Australia and New Zealand, enabling the 'Show Amounts Subcontractors Claim' setting will also let general contractors create a payment schedule PDF in response to subcontractor's invoice. See Review Invoices as an Admin.  To create a payment schedule, See Create a Payment Schedule.
      • Total Claimed Amount
         
        This amount reflects the 'Subcontractor Claimed this Period' column on the invoice's Detail tab. This value excludes retainage. 
      • Total Approved Amount (excluding retainage)
        This amount reflects the 'Work Completed this Period' plus 'Materials Presently Stored' on the invoice's Detail tab. 
        • Line-by-line claimed and approved amounts in the detail table
        • The overall comment for the invoice
      • Reasons for Difference
        This table 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.
    • Allow Over Billing. Mark this box if you want to allow the subcontractor to bill over 100%. This included in the PDF.
  4. Click Update.

 

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.