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Create a New Invoice as an Invoice Contact

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 Phased Release: New Admin & Collaborator Views for Subcontractor Invoices
On March 23, 2022, the modernized subcontractor invoice experience was turned ON in all Procore project's using Procore's Invoice Management tools. To give you time to preview the design changes, Procore is providing users with the option to switch between the modernized and legacy experience until September 2023. After September 2023, the ability to exit out of the new experience will be removed and the legacy experience will no longer be available in Procore. To learn more, see Financial Management: New Admin & Collaborator Views for Subcontractor Invoicing.
 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. 

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.

Prerequisites

Steps

Step 1: Enter an Invoice Number

  1. In the 'New Invoice for' page under 'General Information,' do the following:
    • Enter the downstream collaborator's invoice number in the Invoice # box.
       Note
      • Invoice # is NOT a required field, you can leave this field blank.
      • Typically, Procore users use this freeform field to enter a reference number corresponding to the downstream collaborator's invoice number. If you enter an 'Invoice #', it must be unique from all other invoices created for the corresponding commitment contract. If you attempt to enter a duplicate number, a RED warning banner appears across the top of the page to remind you to enter a unique number. 
      • Procore does NOT automatically complete the 'Invoice #' entered here on associated upstream invoices. To which fields are automatically completed, see How does Procore automatically complete amounts on an upstream invoice?
    • 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. 
  2. Continue with the next step. 

Step 2: Update the Schedule of Values

  1. 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. 
  2. 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

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.  

The Amount Based accounting method requires you to enter lump sum amounts on each line item in the Schedule of Values. With this method, Procore automatically uses your entries to calculate and update the values in other columns. 

 Note
  • An asterisk (*) in the list below indicates that you can edit the value of the Schedule of Values line item on the invoice. 
  1. Review the data for each line item(s) on the invoice's Schedule of Values: 
    • Item Number. Shows the line item number on the invoice's Schedule of Values. 
    • Budget Code. Shows the budget code assigned to the invoice's line item on the Schedule of Values.
    • Description of Work. Shows the description entered on the commitment contract the invoice line item. 
    • Scheduled Value. Shows the scheduled value of the line item on the commitment contract. This is the contracted value of the line item. 
    • Work Completed from Previous Application (%). If previous invoices have been created for the commitment contract, this cell shows a percentage value that represents the work completed during previous billing periods for the line item on the Schedule of Values. 
  2. If you will be submitting an invoice for work completed during the current billing period, you have this option: 
    • Work Completed this Period. Enter an amount to represent the work completed for the current billing period. For example, if you completed half of the work for the line item, you could enter the currency amount here (instead of a percentage value in 'Total Completed & Stored to Date (%)' column. For example, you could enter $250.00 in the column (instead of 50% in the 'Total Completed & Stored to Date (%)' column). If you enter a value here, Procore automatically calculates the line item data as follows:
      • The currency amount in the Total Completed & Stored to Date ($) column. If the line item has a scheduled value of $500.00, Procore add $250.00, which is 50% of the work to the value. Remember that the value in this column represents the total work on the current invoice and any invoice(s) from past billing periods. 
      • The percentage amount in the Total Completed & Stored to Date (%) column. If the line item has a scheduled value of $500.00, Procore add $250.00, which is 50% of the work to the value. Remember that the value in this column represents the total work on the current invoice and any invoice(s) from past billing periods. 
  3. If you have received materials this billing period and are storing them on the job site (or in a storage facility), you have this option:
    • Conditional: New Materials Stored. Enter a currency amount of any new materials being stored on the job site (or in a storage facility) for the current billing period. The amount you enter her should exclude the costs entered in the 'Work Completed this Period' column. 
       Note
      If the invoice administrator turned ON the 'Enable Billing Separately for Stored Materials' setting for the commitment, enter a dollar amount for materials for this billing period. Your entry automatically calculates the values in the 'Total Completed & Stored to Date ($) %' and 'Total Completed & Stored to Date (%)' columents. 
    • Previous Materials Stored. If this is the first invoice, this value is $0.00. If previous invoices have been created, this value shows the cumulative amounts entered in New Materials from previous invoices. For details, see How do I bill for stored materials in a subcontractor invoice? As an invoice contact, you cannot modify this setting.
    • Materials Presently Stored. Shows the currency amount of the materials being stored during the current billing period. 
    • Total Completed & Stored to Date ($). Shows the currency amount of the work completed and materials stored on the job site for the current invoice and on invoice(s) for past billing period(s).  
  4. If you are submitting an invoice requesting to release a retainage amount: 
    • Total Retainage Released. Enter the currency amount of retainage that you are requesting to be released this billing period. It is important to note that you can request the amount to be released, but you are NOT permitted to change the rate of the retainage. 
    • Total Retainage. Shows the cumulative amount of retainage released for the line item. 
  5. Continue the steps above for each line item. 

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.  

The Unit-Based accounting method requires you to enter a quantity and unit price for each line item on the SOV. With this method, Procore automatically calculates line item totals for you. 

 Note
An asterisk (*) in the list below indicates that you can edit the value of the SOV line item on your invoice. 
  • Quantity
    Shows the total number of units for the line item. 
  • Unit Price
    Shows the expense incurred for each unit for the line item. 
  • Value
    Shows the total dollar amount of the line item. This is the sum of the Unit Price + Quantity values. 
  • Previous Quantity
    Shows the total number of units invoiced in previous billing periods. 
  • Previous Value
    Shows the total dollar amount invoiced in previous billing periods.
  • Total Progress %.*
    Enter a percentage amount that reflects your total progress. Your entry must reflect the cumulative progress of any previous billing periods and the current billing period. 
  • New Quantity.*
    Enter a new quantity to reflect the quantity being billed this period on the new invoice. 
  • New Value.*
    Enter a new value to reflect the value of the line item being billed this period on the new invoice. 
  • Retainage Released.*
    Enter a dollar amount of retainage to be released this billing period. 
  • Total Retainage
    Shows the total dollar amount of retainage to be released for the line item. 

 

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. 

  1. Scroll to the Attachments section.
  2. 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. 
    attachments-attach-files.png
  3. 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'.
  4. 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:
save-as-draft-or-send-buttons.png

  • 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. 
    OR
  • If you are ready to send the invoice, click Send. This automatically sets the invoice's status to Under Review.
     Important