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Create a Billing Period and Send Invoice Invitations

Objective

To start a new billing period to send invoices out for. 

Background

In order to create invoices, you must first create a billing period for the time frame that is being billed for. It is not necessary to send invitations to subcontractors in order for them to submit the invoice. However, the invitation provides a notification and reminder for the subcontractor to help ensure they submit their invoices on time. 

Things to Consider

  • Required User Permissions:
    • 'Admin' on the project's Commitments tool.
      OR
    • To create an invoice only for the most recent billing period, 'Standard' permission on the Commitments tool.
      Note: Even if an 'Admin' user created all billing periods for the year, a user with 'Standard' level permission (i.e., typically, the subcontractor) can only create the invoice for the last billing period in the billing period series. 

Steps

Create a Billing Period

  1. Navigate to one of these project tools:
    1. If you have 'Admin' permission on the project's Commitments tool:
      1. Navigate to the project's Invoicing tool. 
      2. Under the Subcontractor tab.
      3. Click Create Billing Period.
    2. If you have 'Standard' or 'Read Only' permissions on the project's Commitments tool:
      1. Navigate to the project's Commitments tool.
      2. Click the Billings tab.
      3. Click Create Billing Period.

start-new-billing-period.png
 

  1. Click the Manual tab.
  2. Select a From, To, and Due Date for the billing period. To configure these dates to be automatically set up each month, see Configure Settings: Invoicing.
    Notes:
    • The billing date is the due date that the subcontractor needs to create (not submit) the invoice by.
    • If the billing date has passed, the subcontractor cannot submit the invoice, although an Admin-level user can create one on their behalf.
    • If the invoice has been created, and the billing date has passed, the subcontractor can still edit or submit the invoice if the status is in 'Draft' or 'Revise & Resubmit'.
  3. Click Create.
  4. Continue with the next step.

Send Invoice Invitations

  1. Select the invoices that you want to send invitations for:
    • To select individual invoices, mark the checkbox(es) that correspond to the invoices you want to send invitations for. 
      OR
    • To select all of the invoices, mark the checkbox at the top of the table.
      Notes:
      • If you have not set up the invoice billing distribution, the Invoice Status will be set to 'No Billing Recipient' and you will NOT be able to mark the box to select the company. See Create Invoice Contacts.
      • If the commitment's percentage complete is 100%, an invitation cannot be sent.
      • If the subcontractor needs to create the invoice for release of retention, they do not need an invitation in order to create the retention invoice.
  2. Click Send Invites.
    After sending the invoices, the follow occurs:
    • The invoice status for those commitments changes from 'Not Invited' to 'Invited.'
    • If the invitation is accepted, the status changes to 'Accepted'.
    • If it is rejected, the status changes to 'Declined'.

See Also

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.

 

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