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Procore

Create Automatic Billing Periods in the Invoicing Tool

Objective

To create automatic billing periods for subcontractor invoices

Background

In Procore, a billing period defines the billing cycle that is used for invoicing your project's subcontractors. In addition to defining the frequency of the billing period (for example, monthly or weekly), it also defines the billing period's start date, the invoice's due date, and the billing period's end 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' on the project's Commitments tool.
      OR
    • Users with 'Standard' permissions on the Commitments tool can only create invoices for the most recent billing period.
       Note
      Your ability to perform certain tasks with the Invoicing tool depends on the access permission you've been granted to the Prime Contracts or Commitments tool, as well as the privacy and invoice contact settings set on each prime contract or commitment that you are working with. To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.
  • 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 the project's Invoicing tool. 
  2. On the Subcontractor tab, 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: 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
  5. Click Save.
     Important
    After creating automatic billing period, keep in mind that the system does NOT automatically notify subcontractors when it is time to submit an invoice.  If you want to notify your subcontractors, you can send them 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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