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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 your project's team and its subcontractors for invoicing. In addition to defining the frequency of the billing cycle (for example, monthly or weekly), a billing period also defines the cycle's start/end dates and an invoice's due date. 

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
      • User permissions are NOT managed in the project's Invoicing tool. Instead, the Invoicing tool is designed for users with 'Admin' level permissions on the Prime Contracts and/or Commitments tool. 
      • If you are a collaborator (for example, an invoice contact for a subcontracting company that is performing work for a general contractor managing your contract in Procore), your ability to perform invoice-related tasks is determined by the project team that controls these settings for your Procore user account: 
        • Your user account's permissions on the project's Commitments and/or Prime Contracts tool.
        • Your membership on the 'Private' list of a specific prime contract, purchase order, or subcontract.
        • Your designation as an 'Invoice Contact' on a prime contract, purchase order, or commitment.
      • To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.
    Additional Information
    • Billing periods can only be created 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 period, Procore automatically sets the new billing period's status to 'Open' and the previous billing period's status to 'Closed.' 
    • For projects using the Direct Costs tool, a billing period also determines which direct costs to include on an invoice. 

Steps

  1. Navigate to the project's Invoicing tool. 
  2. Click Create Billing Period.
  3. Click the Automatic tab.
  4. Configure the billing period's settings as follows:
    • Frequency
      • Monthly. If you select this option, 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
      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.
    • 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
  5. Click Save.
     Tip

    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 here.