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Procore

Create an Owner Invoice

 Important
Owner invoices cannot be created using the project's Invoicing tool. Instead, they are created in the project's Prime Contracts tool. To learn more, see Create an Owner Invoice. A copy of those instructions are being shared in the page below so that user's reviewing the tutorials in Procore's Invoicing tools are aware of the required steps. 

Objective

To learn how to create a owner invoice for work completed. 

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 a payment is due for completed work. 

Things to Consider

  • Required User Permissions:
    • To create an invoice, 'Admin' level permission on the project's Prime Contracts tool.
    • To view the Detail tab on an invoice, 'Read Only' or 'Standard' permissions on the project's Prime Contracts tool with the 'View Owner Invoice Detail' granular permission enabled on your permission template.
      Note: If you do NOT have 'Admin' level permission on the Prime Contracts tool and want to view some or all of the contract, see View a Prime Contract for more information.
  • Additional Information:
    • When you enter a value for an invoice that is larger than the scheduled value, the invoice will be highlighted in red.
    • You can only edit the billed amounts on the most recent invoice.
    • To learn how amounts are automatically completed by Procore on owner invoices, see How does Procore automatically fill in amounts on an owner invoice?

Prerequisites

Steps

  1. Navigate to the project's Prime Contracts tool.
  2. Locate the prime contract that you want to create the invoice for. 
  3. Click Edit
  4. Click Create Invoice.
  5. Do the following:
    • Commitment Billing Period
      Select the commitment billing period. See Create Automatic Billing Periods or Edit a Billing Period For Invoices.
    • Invoice #
      Enter a unique identifier for the invoice.
      Notes:
      • Procore automatically numbers invoices in ascending numerical order, starting with one (1). 
      • The number entered in this field does NOT affect Procore's default invoice numbering scheme.  
    • Period Start
      Select a start date you are creating the invoice for.
    • Period End
      Select an end date you are creating the invoice for.
    • Billing Date
      Select the date you are submitting the invoice.
    • Status
      Select one of the following statuses: Draft, Under Review, Revise and Resubmit, or Approved.
      • Draft. Use this status while creating the invoice.
      • Under Review. Apply this status while the invoice is being reviewed. 
      • Revise and Resubmit. Apply this status when the invoice needs to be corrected. 
      • Approved. Apply this status when the invoice has been approved. 
    • Percent Complete
      Shows the percentage of work completed.
    • Attachments
      The Invoice PDFs and any Invoice and Direct Cost PDF attachments from the selected commitment's billing period will combine into a single PDF, which you will see here. 
  6. Click Create.
    Notes:
    • You will be prompted to confirm that you want the invoice to pre-populate with amounts billed per division or cost code from our commitment invoice work complete and materials presently stored columns and direct costs.
    • If confirmed, this pulls in Invoices and direct costs amounts for the selected commitment billing period, as well as adds attachments as referenced above. 
    • For amounts to be pulled in correctly, the cost code and cost type on Invoice and Direct Cost line items must match that of the prime contract's divisions or cost code lines. 
  7. Scroll down the page to view a preview of the invoice form under "Summary Preview." To learn how the 'Current Amount Due' amount is calculated, see How does Procore calculate the 'Current Payment Due' amount on an invoice?

Edit Line Items

  1. Click Detail.
    Note: Users with 'Read Only' or 'Standard' permission on the Prime Contracts tool can only view the Detail tab only if the 'View Owner Invoice Detail' granular permission is enabled on their permission template.
  2. Click Edit.
  3. Complete the following:
    • Work Completed (This Period)
      Invoice amounts (From Work Completed (This Period) in Reqs) and Direct Costs amounts will be copied here if you confirmed the pre-fill option in Step 4 above.
    • Materials Presently Stored
      Invoice amounts (from Materials Presently Stored in Invoice) will be copied here if you confirmed the pre-fill option in Step 4 above. 
    • Work Retainage Retained this Period
      Enter a percentage or dollar amount for work retainage retained this period. You can also set retainage on all line items by entering a value into the right sidebar and clicking Set.
    • Materials Retainage Retained this Period
      Enter a percentage or dollar amount for materials retainage retained this period. 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 a dollar amount of work retainage released this period.
  4. (Optional) If you have any approved contract change orders, you can choose to add them to the invoice by scrolling to the bottom of the page and clicking Add to Invoice
    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 for a Prime Contract.
    No invoice values will copy to the change orders.
  5. Click Save.
    All changes will be reflected Contract Summary Report in the General tab.

See Also

 

 

 

 

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