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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
      • This page details steps that are performed in the project's Invoicing tool.
        • Access to invoices with the Invoicing tool is managed by the permissions assigned to users on the Commitments and/or Prime Contracts 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, you have these choices:

Configure the Default Billing Period

Under the Default Billing Period section, set the default date range and due date for Procore to use when automatically creating new billing periods. Always click the Update button when you are ready for your changes to go into effect.

invoicing-default-billing-period.png

  • Start Date
    Select the calendar date of the month for the billing period to begin. Procore uses this setting to:
    • Automatically complete the From' date when you create a manual billing period. See Create Manual Billing Periods. Users can change this date when creating a billing period.
    • Automatically complete the 'Start Date' when Procore creates an automatic billing period. See Create Automatic Billing Periods.
    • Procore's default 'Start Date' is the '1st of the month'. You can change this setting to any date that you want. 
  • End Date
    Select the calendar date of the month for the billing period to end. Procore uses this setting to:
    • Automatically complete the To' date in a manual billing period. See Create Manual Billing Periods. Users can change this date when creating a billing period.
    • Automatically complete the 'Start Date' when creating an automatic billing period. See Create Automatic Billing Periods.
    • The default 'End Date' is the '31st of the month'. You change change this setting to any date that you want. 
  • Due Date
    Select the calendar date of the month to indicate the date the invoice should be submitted to the company paying for the work completed on the invoice. Procore uses this setting to:

Configure the Invoice Email Options

Under the Emails section, set the optional default settings for the Invoicing tool's email notification messages. Always click the Update button when you are ready for your changes to go into effect.

invoicing-email-settings.png

  • 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. The default setting is OFF. 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. The default setting is OFF. 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. The default setting is OFF. See Review a Subcontractor Invoice as an Admin.

Configure the 'Other' Settings

Under the Other section, you have the choices below. Always click the Update button when you are ready for your changes to go into effect.

invoicing-other-settings.png

  • 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.

 

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 .