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Procore

Create Manual Billing Periods

Objective

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

Background

Billing Period defines the billing cycle used by a project's team and invoice contacts on Procore's invoices and progress billings. In addition to defining the frequency of the billing cycle (for example, monthly or weekly), a billing period also defines the billing cycle's start/end date and the due date for the invoice or progress billing. 

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
      • 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.

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.
    start-new-billing-period.png
  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:
    set-up-manual-billing-period.png
    • 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:

 

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 icon-external-link.png.