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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. Under Settings, specify the default settings for your project's billing periods and invoices as follows:

    invoicing-settings.png

  4. Under the Default Billing Period section, set the default date range and due date to use when creating new billing periods: 
    • Start Date
      Select the calendar date of the month for the billing period to begin. This setting is used to auto-fill the default 'From' date in a manual billing period (see Create Manual Billing Periods) and the 'Start Date' in an automatic billing period. See Create Automatic Billing Periods. Users can change this date when creating a billing period. 
    • End Date
      Select the calendar date of the month for the billing period to end. This setting is used to auto-fill the default 'To' date in a manual billing period (see Create Manual Billing Periods) and the 'Start Date' in an automatic billing period. See Create Automatic Billing Periods. Users can change this date when creating a billing period. 
    • Due Date
      Select the calendar date of the month to indicate the 'Due Date' that appears by default when creating an automatic or manual billing period. After this date passes, invoice contacts can no longer perform the steps in Submit a New Invoice as an Invoice Contact. However, the invoice contact can edit an invoice after the 'Due Date' passes, if the invoice is in the Draft or Revise and Resubmit status. In addition, an invoice administrator can Create an Invoice on Behalf of an Invoice Contact after the 'Due Date' passes. 
  5. Under the Emails section, set the default settings for the Invoicing tool's messages:
    • Optional: Invitation & Reminder Custom Message
      Type a message in this box. This text will be included in both the 'Invite to Bill' and automatic reminder emails that Procore sends to your invoice contacts. See Send an 'Invite to Bill' to an Invoice Contact
    • Optional: Remind Subcontractors to Bill
      Toggle this option ON to send an automatic reminder email to your invoice contacts. Then set the cadence of those emails by selecting Every Day, Every 2 Days,  or Every 3 Days from the Frequency drop-down list. After the 'Due Date' on an invoice passes, Procore automatically stops sending reminder messages. 
    • Optional: Send a Digest of Under Review Invoices
      Toggle this option ON and select Weekly from the Frequency drop-down list to send a weekly digest summary every Monday. Invoices for the current billing period are included in this digest message when they are in the Draft, Under Review, or Revise and Resubmit status. Digest messages are sent to members of the 'Invoice Distribution' drop-down list, which is located in the Default Distributions section of the Configure Settings page in the Commitments tool. See Configure Advanced Settings: Commitments
    • Optional: Notify Subcontractors when Invoices are Approved
      Toggle this option ON to automatically send a notification email to your invoice contact(s) when an invoice's status is changed to Approved or Approved as Noted by an invoice administrator. See Review a Subcontractor Invoice as an Admin.
  6. Under the Other section, do the following:
    • Optional: Sub Invoice PDF Footer Text
      Enter any text that you want to appear in the footer of an invoice PDF created by a user with 'Admin' level permissions on the Commitments tool. See Export a Subcontractor Invoice. This field is useful for adding a statement regarding local regulations compliance.
       Important
      The 'Sub Invoice PDF Footer' text only appears when a user with 'Admin' level permissions on the project's Commitments tool generates the PDF. It does NOT appear on any PDF generated by a user with 'Read Only' or 'Standard' level permissions on the Commitments tool.
    • Optional: 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 the invoice. See Review a Subcontractor Invoice 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
        This amount reflects the 'Work Completed this Period' plus 'Materials Presently Stored' on the invoice's 'Detail' tab. This value also excludes retainage. 
        • 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 a Subcontractor Invoice as an Admin.
    • Allow Subcontractors to Over-Bill. Toggle this option ON to allow an invoice contact to submit an invoice for over 100%. This included in the PDF.
  7. 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.