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Procore

Edit a Billing Period For Invoices

Objective

To edit a billing period's start date, end date, due date, and/or current status. 

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. To learn how, see Create Manual Billing Periods.
  • 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.

 After creating a billing period, you can use the steps below to edit a billing period.  

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. 
    • You cannot create two billing periods with identical date ranges.
    • In order to create an invoice, the invoice must correspond to the billing period in the 'Open' status.

Steps

  1. Navigate to the project's Invoicing tool.
  2. Click the Billing Periods tab.
  3. 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.
  4. Select Open or Closed from the Status list. 
    Note: Only one (1) billing period can be assigned the status of 'Open' at any given time. 
  5. Click Done or click out of the field to save your changes. 

    billing-periods-edit.png
Tip

After you modify 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.