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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 PDF or CSV file format.  You can also download a PDF with any selected attachments in a ZIP file or as a single PDF. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments tool. 
       Notes
      • User permissions are NOT managed in the project's Invoicing tool. Instead, the Invoicing tool is designed for users with 'Admin' level permissions on the Prime Contracts and/or Commitments tool. 
      • If you are a collaborator (for example, an invoice contact for a subcontracting company that is performing work for a general contractor managing your contract in Procore), your ability to perform invoice-related tasks is determined by the project team that controls these settings for your Procore user account: 
        • Your user account's permissions on the project's Commitments and/or Prime Contracts tool.
        • Your membership on the 'Private' list of a specific prime contract, purchase order, or subcontract.
        • Your designation as an 'Invoice Contact' on a prime contract, purchase order, or commitment.
      • To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.
  • Supported File Formats:
    • PDF
    • PDF With Attachments
    • CSV

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 PDF
    • PDF Attachments. Choose this option and then select these options to receive a PDF copy of the invoice by email. You also have these options in the 'Select, Order, and Download Files' menu:
      • To include all of the listed items, mark the Select All to include all available attachments.
      • To include the certain item(s), mark the desired boxes to include a 'Procore Cover Sheet' and any listed attachments. Note: These are the attachments that have been added to the 'Attachments' section of the invoice. This menu does NOT list items added to the invoice's Related Items tab.
      • To change the order that the attachments are added to a PDF, click the grab bar pictured below and move the attachment(s) into the desired order. 

        export-pdf-with-attachments.png
         
        • Select the desired format:
          • .ZIP. Click this option to receive the invoice and attachments in a ZIP file. 
          • Single PDF. Click this button to receive the invoice and attachments in a single PDF file.
            When you select either one of these formats, a GREEN banner appears to notify you that an email will be sent to you when the files are ready. 

            invoicing-success-banner.png
             
    • CSV. Downloads a Comma Separated Values file named 'payapp.csv' to your browser's specified Download location on your computer. See CSV

Examples

The illustrations below show you an example of each option. 

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

CSV

Example

The illustration below shows the CSV version of the invoice. 

csv-payapp.png

 

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 .