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Create a Record for a Payment Received

Objective

To create a record in the project's Invoicing tool for a payment received from an owner invoice.

Background

An owner invoice is an itemized record of a financial transaction between a project owner and a company responsible for completing work. Typically, it is issued by a general contractor and submitted to a project owner to signal that payment is due for completed work. When you receive a payment from an owner,  you can create a record of that payment in Procore's Invoicing tool using the steps below. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Prime Contracts tool.
       Notes
      • Access permissions to the Invoicing & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding, or Prime Contracts tool. Procore tool names vary, depending on the language or point-of-view dictionary configured in Procore. See What dictionaries and languages are available in the Procore web application?
      • If you are a collaborator (for example, an invoice contact employed by a company performing work on a project managed in Procore, your ability to perform invoice-related tasks is determined by the Procore company account holder. Settings that the account holder may choose to provide to you include:
        • A Procore User account.
        • Access permissions to the project's Commitments and/or Client Contracts, Funding, or Prime Contracts tool.
        • Membership on the 'Private' list of a specific contract or funding
        • Designated as an 'Invoice Contact' on the contract or funding.

Prerequisites

Steps

  1. Navigate to the project's Invoicing tool.
  2. Click the Owner tab.
  3. Locate the owner invoice in the list. The click to open it.
  4. Click Create Payment.
    create-payment-received.png
  5. Complete the following fields:
    • Invoice. Select the associated invoice from the drop-down list.
    • Date. Select a date that the payment was received. 
    • Payment #. Enter the payment number.
    • Invoice #. Enter the invoice number for the payment, if applicable. 
    • Check #: Enter the check number for the payment.
    • Notes. Include any additional notes to provide details about the payment.
    • Amount. Enter the amount of the payment received. 
    • Attachments. Include any attachments related to the payment. For example, you might want to attach the check image or the invoice file. 
  6. Click Add. The payment is listed under the 'Contract Summary Report' section in the 'Payments Received' column. 
    paymentsreceived2.png
  7. Click Save.
     Notes
    • You will see a list of all payments received, which you can then export to a PDF by choosing Export > PDF
    • All payments received on the project are tracked in the Contract Summary Report in the Prime Contract tool's General tab (see illustration below).

 

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 .