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Create Manual Billing Periods in the Invoicing Tool

Objective

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

Background

Before you or your subcontractors can begin creating subcontractor invoices in Procore and submitting them for payment,  you must first create a billing period for the invoice. Creating a billing period is a required step.  It defines the opening date, closing date, and due date for the invoice. You have these options to create billing periods in the project's Invoicing tool:

  • Manually. Choose this option when you need to create billing periods for your subcontractor invoices and your billing periods are not on a consistent schedule. The steps are below.
  • Automatically. Use this method when your billing periods have a consistent start, end, and due date. For example, weekly or monthly. To learn how, see Create Automatic Billing Periods.

Things to Consider

  • Required User Permissions:
    • 'Admin' on the project's Commitments tool.
       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
    • You can only have one (1) billing period with a status of 'Open' at a time. 
    • When you manually create a billing period, Procore sets its status to 'Open' and the previous billing period is automatically set to 'Closed.' 
    • Billing periods can only be created at the Project level. You cannot create Company level billing periods at this time. 
    • If you have  'Read Only' or 'Standard' permission on the Commitments tool, you do not have sufficient permissions to create billing periods from the Invoicing tool. Instead, you must use the Commitments tool. To do this,  navigate to the Commitments tool, click the Billings tab. Then click Create Billing Period
    • For projects using the Direct Costs tool, a billing period also determines which direct costs to include on a subcontractor invoice. 

Steps

  1. Navigate to the project's Invoicing tool. 
  2. Click Create Billing Period
    start-new-billing-period.png
  3. Click Manual .
  4. Use 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 commitment's Invoice Contact must submit their invoice to the contractor.  See Add Invoice Contacts to a Commitment
       Note
      • To create a new subcontractor 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 with can no longer create a new subcontractor invoice. However, you may edit an existing subcontractor invoice and submit that invoice for payment if the invoice is in the 'Draft' or 'Revise & Resubmit' status. For details, see Create and Submit an Invoice as a Subcontractor.
  5. 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

After you create a billing period,  you then have two options for creating a subcontractor invoice:

  • Create an Invoice on Behalf of a Subcontractor
    Choose this method when your subcontractors are NOT being granted access permission to create their own subcontractor invoices.  See Create an Invoice on Behalf of a Subcontractor.
  • Create and Submit an Invoice as a Subcontractor
    Choose this method when your subcontractors have been granted access to create subcontractor invoices in Procore. See Create and Submit an Invoice as a Subcontractor. Keep in mind that if you choose this option, Procore does not automatically notify your subcontractors when it is time to submit an invoice. Instead, Procore provides you with the option to send invitations if you want to send the subcontractor a notification a reminder that is is time to submit an invoice. This option helps to ensure that invoices are submitted on time. To learn how to send one of these invites, 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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