Create a New Invoice as an Invoice Contact
Note
If you have the legacy version of subcontractor invoices, follow the steps in Submit a New Invoice as an Invoice Contact instead of the ones below.Objective
To create a new subcontractor invoice as an invoice contact after accepting an 'Invite to Bill.'
Background
If you are the designated invoice contact for a purchase order or subcontract, the company you are performing work for creates a billing period to define the 'Billing Date' for submitting your invoice. After the billing period is created, the invoice administrator has the option to send you an email message with the subject line, "Project Name: User Name has invited you to bill." The invite is a courtesy reminder to help ensure that an invoice is created and submitted before the due date.
- If you receive and accept the 'Invite to Bill' (see Accept or Decline an 'Invite to Bill' as an Invoice Contact), you can then follow the steps below.
- If you have not received an 'Invite to Bill', the company you are performing work for may opt to submit the invoice on your behalf. If this is the case, confirm the process you will use to submit your invoices. The company will complete the steps to Create an Invoice on Behalf of an Invoice Contact.
Things to Consider
- Required User Permissions:
- To create a new subcontractor invoice in response to an 'Invite to Bill' before the 'Due Date' of the billing period, 'Read Only' level permissions on the project's Commitments tool and you must be the designated 'Invoice Contact' on the purchase order or subcontract.
Notes
- Adding an invoice contact to a purchase order or subcontract also adds the person to the 'Private' list.
- If you are the designated invoice contact and want to submit an invoice after the 'Due Date,' you must contact the company you performed the work for to request that they create the invoice on your behalf. See Create an Invoice on Behalf of an Invoice Contact. Invoice contacts cannot submit invoices in Procore after the due date passes.
- If you are the designated invoice contact and cannot find the 'Invite to Bill' that you were sent, you do NOT need the email message to create a new invoice. As long as it is before the 'Due Date', you can log in to Procore and navigate to the Commitments tool to create the new invoice for the purchase order or subcontract.
- To create a new subcontractor invoice in response to an 'Invite to Bill' before the 'Due Date' of the billing period, 'Read Only' level permissions on the project's Commitments tool and you must be the designated 'Invoice Contact' on the purchase order or subcontract.
Prerequisites
- Accept the 'Invite to Bill'. See Accept or Decline an 'Invite to Bill' as an Invoice Contact.
- If you misplaced or inadvertently deleted your 'Invite to Bill', see Does an invoice contact need an 'Invite to Bill' to submit an invoice?
Steps
- Step 1: Enter an Invoice Number
- Step 2: Update the Schedule of Values
- Step 3: Add Attachments
- Step 4: Save or Submit an Invoice
Step 1: Enter an Invoice Number
- In the 'New Invoice for' page under 'General Information,' do the following:
- Enter the downstream collaborator's invoice number in the Invoice # box.
- Verify the information in the following fields. Procore automatically completes the following dates for you.
Note
The billing period dates are set by the invoice administrator. If you are using a different billing period, you can change the values in these fields as needed. All of these fields are required.
- Billing Date
Indicates the due date for the billing period. - Period Start
Indicates the start date for the billing period. - Period End
Indicates the end date for the billing period.
- Billing Date
- Continue with the next step.
Step 2: Update the Schedule of Values
- In the Schedule of Values section, click one (1) or both of the BLUE arrows next to 'Commitment Line Items' or 'Change Orders'. This expands the selected row in the table.
Notes
- The 'Change Orders' section is only visible and available when the company's Procore Administrator has enabled the two (2) or three (3) tier change order configuration on the commitment. See Configure the Number of Commitment Change Order Tiers.
- After expanding a line in the 'Change Orders' section, click the commitment change order line(s) and potential change order line(s) in order to expand them until you reach the data entry line items.
- Determine which accounting method was set for the contract. This determines which data entry form you use to update the Schedule of Values:
- Amount Based Accounting Method
- Unit-Based Accounting Method
Tip
How does an invoice administrator set the accounting method for a contract? For step-by-step instructions, see How do I set the accounting method for a contract or funding?
Amount Based Accounting Method
Use this method to invoice lump-sum amounts for the invoice line items on the Schedule of Values (SOV). Procore automatically calculates and adjusts the other entries on the line item for you. If you want to release retainage, enter a dollar amount as needed. Depending on your specific commitment, you may also have the option to bill for stored materials (pictured below). For details about the additional columns that appear when billing for stored materials, see How do I bill for stored materials in a subcontractor invoice?
Click here for more detailed information about the Amount Based accounting method.
Unit-Based Accounting Method
Use this method when invoicing for materials you've ordered in quantity. With this method, you either enter a percentage value 'Total Progress' column or a monetary value in the 'Work Progress' column. Procore automatically calculates and adjusts the other entries on the line item for you. If you want to release retainage, you can enter a dollar amount in the 'Retainage Released' column needed.
Click here for more detailed information about the Unit-Based accounting method.
Step 3: Add Attachments
If you have any files to add as an attachment to the invoice, you can add them now. For example, you might be required to add a lien waiver or a signed PDF copy of the invoice.
- Scroll to the Attachments section.
- Click Attach Files or use a drag-and-drop operation to move the files from your computer or network to the GRAY area of the page.
- Upload any files that may be required from your computer.
Notes
- Collaborators and users with 'Standard' level permissions on the project's Commitments tool can use the Attach Files option after an invoice is 'Approved'.
- Continue with the next step.
Step 4: Save as Draft or Send for Review
If you are ready to submit the invoice for review, you may do so now. If you want to submit the invoice at a later time, you have the option to save the invoice. Choose one (1) of these options:
- If you are NOT ready to send the invoice, click Save as Draft. This sets the invoice's status to Draft.
Tip
If you want to email a copy of your invoice to others before submitting it for review, Procore recommends following the steps in Export a Subcontractor Invoice. You can then add your invoice as an attachment to a message using your company's email system. - If you are ready to send the invoice, click Send. This automatically sets the invoice's status to Under Review.
Important
- You will NOT be able to edit the invoice after you send it unless an invoice administrator changes the invoice's status to 'Revise & Resubmit.' For details, see Review a Subcontractor Invoice as an Admin.
- To learn more about statuses, see What are the default statuses for Procore invoices?