Skip to main content
Procore

Create an Owner Invoice

Objective

To create an invoice for work completed, which can then be emailed to the owner. 

Things to Consider

  • Required User Permissions:
    • To create an invoice, 'Admin'  on the project's Prime Contract tool.
    • To view the Detail tab on an invoice, 'Read Only' or 'Standard' on the project's Prime Contract. For details, see "Grant Granular Permissions in a Permission Template" in the See Also section below.
  • Additional Information:
    • You can only create an invoice if the status of the Prime Contract is either Approved or Complete.
    • 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.
  • In order to copy Subcontractor Invoices and Direct Cost amounts from the Commitment Billing Period to the invoice the following things must be true:
    • For Direct Cost amounts to be carried over:
      • Direct Cost amounts must have a status of Approved.
      • The Direct Cost "Received Date" must fall within the Commitment Billing Period Start and End dates.
      • Only Direct Costs from Procore's Direct Costs tool will copy. ERP Direct Costs will not copy.
    • For Subcontractor Invoice amounts to copy over:
      • The Subcontractor invoice must exist in the selected Commitment Billing Period.
      • Subcontractor invoices must have a status of Approved, Approved as Noted, and Pending Owner Approval.
      • The invoice should have one line item with either the cost code and cost type that matches the Invoice and/or Direct Cost line item, or the Division as the cost code that the Invoice and/or Direct Cost line item cost code is tiered under. For example, if the invoice line item is 03-300, and the Invoice is line item Division 03, the 03-300 amount will copy to the Division 03 line item.
        • If the Invoice has multiple line items with the same cost code and cost type, Procore will duplicate the invoice and/or direct cost line item amount onto both Invoice lines, doubling the amount on the Invoice.
      • If you choose to compile your subcontractor invoices backup (See "Compile Subcontractor Invoice Backup" in the See Also section below), the compiled backup will be attached to your invoice. The compiled invoice backup will also include the DocuSign version of the PDFs if DocuSign is being used. 
      • Once the Invoice is created, there is currently no option to copy Subcontractor Invoices or Direct Costs at a later time for that same Invoice (other than manually entering in the amounts).
    • For both Direct Cost and Subcontractor Invoice amounts to copy over: 
      • Once the Invoice is created, there is currently no option to copy Subcontractor Invoices or Direct Costs at a later time for that same Invoice (other than manually entering in the amounts).
      • Both subcontractor invoices and direct costs amounts will copy only. If they are revised in the Invoice and Direct Cost after they are copied into the Invoice, the Invoice will not update with the revised amounts.
      • If a commitment accounting method is Unit/Quantity Based, only the "value" will copy over. Quantity will not be reflected in the owner invoice. See "How do I determine my accounting method?" in the See Also section below.
  • Commitment Change Order billed amounts will prefill from the subcontractor invoices to the owner invoice if the line items have the following:
    • The PCCO and its corresponding CCO must be on the same line item as the change event that the items were created for (projects must have change events enabled).
    • Line items have change orders broken down by line item.
    • Any project created on or after March 29, 2018 has the change orders broken down by line item functionality enabled.

Steps

  1. Navigate to one of these Procore tools:
    • If you have been granted 'Admin' permissions on the Prime Contract tool:
      1. Navigate to the project's Invoicing tool.
      2. Under Owner, select the prime contract that you want to work with.
    • If you have been granted 'Standard' or 'Read Only' permissions on the Prime Contract tool:
      1. Navigate to the project's Prime Contract tool.
      2. Select the prime contract that you want to work with.
  2. Click Create Invoice.
  3. Complete the data entry as follows:
    • Period Start. Select a start date for the invoice.
    • Period End. Select an end date for the invoice.
    • Invoice #. Specify the invoice number associated with the invoice.
    • Billing Date. Select the invoice date. This is the date the bill is issued.
    • Percent Complete. Enter the percentage of work completed.
    • Status. Select a status: Draft, Under Review, Revise and Resubmit, or Approved.
      Notes
      • After initially creating the invoice, you can change the status to Under Review when the invoice is in a state where it is ready to be reviewed.
      • After it is reviewed, the status can be updated it to Approved or Revise and Resubmit as appropriate.
      • Any PCCO with a status of Approved and/or Pending Owner Approval will be added to the owner invoice.
    • Commitment Billing Period. Select the commitment billing period for the invoice. 
    • Attachments. If Step 5 below is confirmed, the Invoice PDFs and any Invoice and Direct Cost PDF attachments from the selected commitment billing period will combine into a single PDF, which you will see here. 
  4. 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 your 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. 
  5. Scroll down the page to view a preview of the invoice form under "Summary Preview."

Edit Line Items

  1. Click the Detail tab.
    Notes:
    • To view the Detail tab, you must have 'Read Only' or 'Standard' permission on the project's Prime Contract tool.
    • You must also be granted the 'View Invoice Detail' granular permission. For details, see "Grant Granular Permissions in a Permission Template" in the See Also section below.
  2. Click Edit.
  3. Complete the data updates as follows:
    • Work Completed (This Period): Invoice amounts (from Work Completed (This Period) in commitments) 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, add them to the invoice by scrolling to the bottom of the page and clicking Add to Invoice
    Notes:
    • 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 the Edit Advanced Settings tab in the Prime Contract tool.
    • No invoice values will copy to the change orders.
  5. Click Save.
    Your changes appear in General tab's Contract Summary Report.

See Also

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.

 

  • Was this article helpful?