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Procore

Edit a Billing Period For Invoicing

Objective

To edit a billing period

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 the 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 more, 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 more, 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' 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 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.
    •  To successfully Compile Invoice Backups, the billing period(s) that correspond to the selected progress billings must exist. Procore recommends that you only delete billing periods when they are NOT associated with any progress billings. To learn more, see Create Automatic Billing Periods and Create Manual Billing Periods.

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 invoice contact must submit their invoice to the contractor.  See Add Invoice Contacts to a Purchase Order or Subcontract.
       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 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 Submit a New Invoice as an Invoice Contact.
  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

    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.