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Export a Subcontractor Invoice

Objective

To export a subcontractor invoice to a supported file format. 

Background

If you want to download a digital copy of a subcontractor invoice, you can choose to export the invoice in a Comma Seperated Values (CSV) or Portable Document File (PDF) format.  You can also download a PDF that includes any selected attachments in the ZIP file format or as a single PDF. 

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.
  • Supported File Formats:
    • CSV
    • PDF
    • PDF With Attachments
  • Limitations:

Steps

  1. Navigate to the project's Invoicing tool.
  2. Click the Subcontractor tab.
  3. Locate the invoice to work with. 
  4. Click the Invoice # link to open the invoice in the project's Commitments tool. 
  5. Click the Export button and choose one of these options:
    • PDF. Opens a PDF copy of the invoice in a new browser window. You can use the download and print controls in this window as needed. See the PDF example below.
    • PDF Attachments. Choose this option and then select these options to receive a PDF copy of the invoice by email. This action opens the 'Select and Arrange Items' window.
      • All Attachments. Mark this checkbox to include all file attachments in the PDF file. 
      • Procore Cover Sheet. Mark this checkbox to include a cover sheet in the download. 
         Tip

        Want to rearrange the order of the attachments? Hover your mouse cursor over to the left of the component to move until the grab bar appears. Then grab the component by the button and move it into the desired position. 

        select-and-arrange-items.png

    • Click the button that corresponds to the desired format:
      • Export ZIP. Click this option to receive the invoice and attachments in a ZIP file. 
      • Export PDF. Click this button to receive the invoice and attachments in a single PDF file.
         Tip
        How do you know when the export file is ready? Procore sends an email to the address that you use to log into Procore when the files are ready. Check your email for that message. 

Examples

The illustrations below show you an example of an invoice export file in the supported file formats. 

CSV

Example

The illustration below shows the CSV version of the invoice. 

csv-payapp.png

PDF

Example

The illustration below shows the PDF version of the invoice. 

Example - Document Summary Sheet

pdf-document-summary-sheet.png

Example - Document Detail Sheet

pdf-document-detail-sheet.png


Return to Steps

 

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.