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Procore

Create Automatic Billing Periods

Objective

To create automatic billing periods for subcontractor invoices. 

Background

A billing period defines defines how often a charge is invoiced.  Although it is a common accounting practice for billing periods to be set on a monthly basis, the actual length of a billing period on a construction project is dependent on your specific invoicing process.

To help your project team better manage billing periods for your subcontractor invoicing process, Procore's Invoicing tool lets you create both manual billing periods and automatic billing periods. An automatic billing period gives Procore the ability to open a new billing period for your subcontractors on date and continues until the construction is complete. This saves time for your team, so they only have to configure the automatic billing period once. 

Things to Consider

  • Required User Permissions:
    • 'Admin' on the project's Commitments tool.
      OR
    • Users with 'Standard' level permissions can create the invoice only for the most recent billing period.
  • Prerequisites:
  • Additional Information:
    • Only one (1) billing period is permitted to be open and active at a time.
    • Subcontractors are permitted to submit only one (1) invoice per billing period. 
    • After creating automatic billing period, keep in mind that you will still need to send your subcontractors an invitation to submit an invoice.  See Send Subcontractor Invoice Invitations. 

Steps

  1. Navigate to one of the following project-level tools:
    • If you have 'Admin' permissions on the Commitments tool, navigate to the project's Invoicing tool. 
      • On the Subcontractor tab, click Create Billing Period.
    • If you have 'Standard' or 'Read-Only' permissions on the Commitments tool, navigate to the project's Commitments tool.
      • Click the Billings tab at the top of the screen.
      • Click Create Billing Period.
  2. Click the Automatic tab.
  3. You can then select the following:
    • Frequency:
      • Monthly: If you select Monthly, select the date you want the billing period to start. 
      • Weekly
      • Never
    • Start Date: Select the date of each month you want the billing period to start. 
      Note: If you are creating an automatic billing period after the selected Start Date, a manual billing period will need to be created for the first billing period. 
    • 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. 

      setupbilling period.png
  4. Click Save.
     Important
    After creating automatic billing period, keep in mind that you will still need to send your subcontractors an invitation to submit an invoice.  See Send Subcontractor Invoice Invitations.

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.

 

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