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Procore

Create an Invoice on Behalf of an Invoice Contact

Objective

To create a subcontractor invoice for a purchase order or subcontract on behalf of an invoice contact

Background

In Procore, there are two ways to create a subcontractor invoice for a purchase order or subcontract:

  • Create an Invoice on Behalf of an Invoice Contact
    When you do NOT want to grant your invoice contact(s) access permissions to create their own invoices in Procore, use the steps below. With this method, you will enter the subcontractor invoice data into Procore for your collaborators. For example, if you are a general contractor, you will create an invoice in Procore on behalf of your subcontractor. 
  • Send an 'Invite to Bill' to an Invoice Contact
    When you want to invite your invoice contacts to submit their own invoice in Procore, follow the steps in Send an 'Invite to Bill' to an Invoice Contact instead of the steps below. If you are the recipient of an 'Invite to Bill,' you can then follow the steps in Submit a New Invoice as an Invoice Contact. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments tool. 
  • Additional Information:
    • You can create invoices for purchase orders and subcontracts.  
    • If you are the invoice contact for the 'Contract Company' on a purchase order or subcontract, you have these options for submitting an invoice:
    • If there are multiple invoices for a single billing period, you can only edit the billed amounts on the most recently created invoice.
    • If the contractor will create a payment schedule once the invoice is approved, enter the amounts for the work you are claiming this period in the Subcontractor Claimed This Period column of the invoice detail. In order for this column to appear, the payment schedule feature must be enabled in the Invoicing tool’s configuration settings. See Configure Settings: Invoicing.

Training Video

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Steps

  1. Navigate to the project's Commitments tool. 
  2. Click the Summary tab.
  3. Locate the purchase order or subcontract that you want to work with. Then click View
  4. Click Create Invoice.
  5. Verify the following information for the billing period. Procore will automatically enter these dates for you, based on the open billing period:
    • Billing Period. Select the date range for the current billing cycle. Users with 'Admin' permission can select any billing period from the drop-down list. Users with 'Standard' permission can only select a billing period that does NOT have an invoice associated with it. 
    • Invoice Start. The start date for the billing period. 
    • Invoice End. The end date for the billing period. 
    • Billing Date. The date by which a billing should be submitted to the contractor. 
  6. Optional: Enter the invoice number.
  7. If you are an 'Admin' user, select one of the following statuses from the list:
    • Draft. Indicates the invoice needs to be approved. This is the default status for a new invoice. This amount is not reflected in the budget.
    • Under Review. Indicates the invoice is currently being reviewed by an approver. This amount is not reflected in the budget.
    • Revise & Resubmit. Indicates the invoice needs to be reviewed and resubmitted. This amount is not reflected in the budget. 
    • Pending Owner Approval. Indicates the invoice is waiting to be approved by the owner. This amount is not reflected in the budget.
    • Approved as Noted. Indicates the invoice is approved as noted. This amount is reflected in the 'Job to Date Costs' column in the budget.
    • Approved. Indicates the invoice is approved. This amount is reflected in the 'Job to Date Costs' column in the budget.
       Notes
      • The statuses above are reflected in the Procore Standard Budget View. To learn more about budget views, see Set up a New Budget View.
      • When an invoice contract creates an invoice (or if you create an invoice on their behalf), remember to change the invoice's status to 'Under Review'. 
      • When the person reviewing has inspected the invoice, the status can be changed to 'Approved' or 'Revise and Resubmit' as appropriate. 
      • Users with 'Standard' permission on the Commitments tool can only edit invoices in the 'Draft' or 'Revise and Resubmit' status. 
  8. Attach any files associated with the invoice. For example, lien waivers or lien releases.
  9. Click Save.
    Procore automatically displays the Detail tab for the invoice. 
  10. Continue with the next step:

For Commitments Using the Unit/Quantity Based Accounting Method

When a commitment is configure to use the Unit/Quantity Based accounting method (see How do I set the accounting method for a commitment or prime contract?), follow these steps:

  1. Click the Detail tab.
  2. Complete the following fields for each line items that will be paid for by the invoice:
    For Invoices Formatted as Unit Quantity
    • This Period (qty): Enter the quantity for each line item. The total dollar amount will automatically be calculated. 
    • Retained This Period (%) (Admin only): Enter a retainage percentage for the invoice's period. (Note: You can also set the retainage on all line items by entering a value in the right sidebar and clicking Set.)
    • Released This Period ($): Enter the dollar amount of retainage to be released this period.
  3. If you want to add an approved commitment change order to the invoice, click Add to Invoice next to the change order in the Approved Commitment Change Orders to Add to this Invoice section.
    The entry and editing of the change orders will always occur at the line item level of detail.  You can select a different level of detail for how change orders will be displayed on the detail page of the Invoice when being viewed or exported from Procore.  See Edit the Advanced Settings Tab on a Commitment.
  4. To save your changes, click Save

For Commitments Using the Amount Based Accounting Method

When the commitment is configure to use the Amount Based accounting method (see How do I set the accounting method for a commitment or prime contract?), follow these steps:

  1. Click the Detail tab.
  2. Complete the following fields for each line item(s) that will be paid for by the invoice: 
    • Work Completed (This Period): Enter the dollar amount of work completed in the invoice's pay period. If you prefer to enter a percentage value of work completed instead, click the calculator icon and enter the percentage, and click Save. Procore will automatically translate the percentage of work into the equivalent dollar amount. 
    • Materials Presently Stored: Enter the dollar amount of materials presently stored on the job site or nearby storage facility that were not included in the costs for "Work Completed" (D and E ) columns. Please note that the values entered here will remain in this column on future invoices until it is manually moved to Work Completed. See How do I bill for stored materials in Procore?
    • Work Retainage (%) Retained This Period (Admin only): Enter a percentage for work retained for this pay period. (Note: You can also set retainage on all line items by entering a value into the right sidebar and clicking Set.)
    • Material Retainage (%) Retained This Period (Admin only): Enter the percentage for materials retained this period. (Note: You can also set retainage on all line items by entering a value into the right sidebar and clicking Set.)
    • Work Retainage ($) Released this Period: Enter the dollar amount of work retainage to be released this period. 
    • Materials Retainage ($) Released This Period: Enter the dollar amount of materials retainage to be released this period.
  3. If the contractor will create a payment schedule once the invoice is approved, enter the amounts for the work you are claiming this period in the Subcontractor Claimed This Period column. In order for this column to appear, the payment schedule feature must be enabled in the Invoicing tool’s configuration settings. See Configure Settings: Invoicing.
  4. If you want to add an approved commitment change order to the invoice, click Add to Invoice next to the change order in the Approved Commitment Change Orders to Add to this Invoice section. 
    The entry and editing of the change orders will always occur at the line item level of detail. You can select a different level of detail for how change orders will be displayed on the detail page of the Invoice when being viewed or exported from Procore. See Edit the Advanced Settings Tab on a Commitment.
  5. To save your changes, click Save.

 

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.