Create Manual Billing Periods

Objective

To manually create a new billing period for a project's subcontractor invoices.

Background

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.

Prerequisites

• Add Invoice Contacts to a Purchase Order or Subcontract

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.
   
4. In the 'Set Up Billing Period' dialog box, click Manual.
5. Under 'Manual', click the calendar controls to select dates for your billing period:
   
   • From: Indicates the start date for the billing period. 
   • To: Indicates the end date for the billing period. 
   • Due Date: Indicates the date by which the invoice contact must submit the current invoice.  See Add Invoice Contacts to a Purchase Order or Subcontract.

      Notes

     • To create a new invoice after the 'Due Date' passes, your Procore user account must be granted 'Admin' permissions on the Commitments tool. 
     • After the due date passes, an Invoice Contact can no longer create a new subcontractor invoice. However, you may edit an existing invoice and submit that invoice for payment if the invoice is in the 'Draft' or 'Revise & Resubmit' status. For details, see Submit a New Invoice as an Invoice Contact.
6. Click Create.
   Procore creates the new billing period and sets it to 'Open.' If you have previously created a billing period, Procore also automatically sets that billing period to 'Closed.'

    Tip

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

   • Create an Invoice on Behalf of an Invoice Contact
     Choose this method when you do NOT want to grant your invoice contacts access permissions to create their own invoices in Procore. See Create an Invoice on Behalf of an Invoice Contact.
     OR
   • Send an 'Invite to Bill' to an Invoice Contact
     Choose this method when you want to invite your invoice contacts to submit their own invoice. First, follow the steps in Send an 'Invite to Bill' to an Invoice Contact. If you are the recipient of an 'Invite to Bill,' you can then input your data into your invoice as described in Submit a New Invoice as an Invoice Contact. 

Next Steps

• Create an Invoice on Behalf of an Invoice Contact
  OR
• Send an 'Invite to Bill' to an Invoice Contact

See Also

• Configure Settings: Invoicing
• Add Invoice Contacts to a Purchase Order or Subcontract