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Procore

Create Automatic Billing Periods

Objective

To create automatic billing periods for a project's subcontractor invoices

Background

Billing Period defines the billing cycle used by a project's team and invoice contacts on Procore's invoices and progress billings. In addition to defining the frequency of the billing cycle (for example, monthly or weekly), a billing period also defines the billing cycle's start/end date and the due date for the invoice or progress billing. 

Examples

Common billing periods include:

  • Monthly
    Examples of common monthly billing periods are below:
    • Starts on the 1st day of a month and ends on the 30th of the same month.
    • Starts on the 15th of one month and ends on the 14th of the following month. 
  • Weekly 
    Examples of common weekly billing periods are below:
    • Starts on Sunday of this week and ends on Saturday of this week.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments 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.
    Additional Information: 
    • You can only create billing periods in the project's Invoicing tool. You cannot create billing periods at the company level. 
    • You can only have one (1) billing period in the 'Open' status at a time. 
    • When you create a new billing period, Procore automatically sets its status to 'Open.' The previous billing period's status is automatically set to 'Closed.' 
    • For projects using the Direct Costs tool, a billing period also determines which direct costs to include on an invoice. 
    • To successfully Compile Invoice Backups, the billing period(s) that correspond to the selected invoice(s) must exist. To learn more, see Create Automatic Billing Periods and Create Manual Billing Periods.

Steps

  1. Navigate to the project's Invoicing or Progress Billings tool. 
     Note
    The name of the Procore tool in your environment depends on the language or point-of-view dictionary configured in Procore. See What dictionaries and languages are available in the Procore web application?
  2. Optional: Click the Billing Periods tab.
  3. Click the Create Billing Period button.
    start-new-billing-period.png
  4. In the 'Set Up Billing Period' dialog box, click Automatic.
  5. Under 'Automatic', configure the billing period's settings as follows:
    set-up-automatic-billing-period.png
    • Frequency
      • Monthly. Select this option then choose the date you want the billing period to start. 
      • Weekly. Select this option then choose the date you want the billing period to start. 
      • Never. Select this option to never create an automatic billing period.
         Tip
        When would I choose the 'Never' option? If you have previously configured Procore to automatically create new billing periods, you can cancel that process at a later time by clicking Create Billing Period and selecting the 'Never' option in the Automatic tab as described above. This overrides the tool's previous billing period creation settings and stops Procore from creating new ones. 
    • Start Date. Select the date of each month you want the billing period to start. 
       Note
      • To create automatic billing periods that occur after your selected 'Start Date', you must manually create the first billing period on your project with the Invoicing tool. See Create Manual Billing Periods.
      • Keep in mind that Procore creates automatic billing periods for future periods on the future period's start date. For example, if you want to automatically create billing periods that start on the first of the month, Procore automatically creates the new billing period on the first of each month. 
    • End Date. Select the date of each month you want the billing period to end.
    • Due Date. Select the date of each month you want the invoice to be due. 
  6. Click Save.
     Tip

    What's the next step? After creating a billing period, choose one of these options to create an invoice:

 

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 icon-external-link.png.