Review a Subcontractor Invoice as an Admin
Objective
To approve or reject the line items on a subcontractor invoice as an invoice administrator using the project's Invoicing tool.
Background
If you are responsible for managing your project's subcontractor invoices and ensuring the invoices you receive are accurate, you have the ability to approve or reject the invoice line items individually. To navigate to the subcontractor invoice in Procore, your Procore user account will need to be assigned the appropriate permissions. Once those permissions are assigned, you can navigate to the invoice using either the project's Commitments tool or the project's Invoicing tool. This tutorial shows you how to review your project's invoices using the Invoicing tool.
Things to Consider
- Required User Permissions:
- To review a subcontractor invoice as an admin from the Invoicing tool, 'Admin' level permissions on the project's Commitments tool.
- Additional Information:
- To learn how to review a project invoice using the project's Commitments tool, see Review Subcontractor Invoices as an Admin.
Prerequisites
Steps
- Navigate to one of the project's Invoicing tool.
- Click the Subcontractor tab.
- Locate the purchase order or subcontract that contains the invoice you want to review. Then click View.
- Click the Invoices tab.
- Locate the invoice to review in the list. Then click Edit.
- Choose one of these options:
- To approve the line item, click the
icon.
- To reject the line item, click the
icon.
Note
- You have the option to add a comment to explain the rejection reason. This reason will be visible and available to the invoice contact.
- Your comments are NOT included in any email notifications sent from Procore to the subcontractor.
- Your comments will be included on Export PDFs for the invoice in the 'Reason for the Difference' area. See Export an Invoice as a PDF, CSV, or PDF with Attachments.
Notes
- If the 'Show Amounts Subcontractors Claim' setting is enabled (see Configure Settings: Invoicing), the system displays the 'Subcontractor Claimed This Period' column on the Detail tab as shown below. The 'Subcontractor Claimed This Period' column reflects the amount submitted on the subcontractor invoice. To learn more, see Create a Payment Schedule.
- A user with 'Admin' permission can also adjust the values in the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts for the line item.
- To approve the line item, click the
- Click Save.
- In the Finish Review window, do the following:
- Status. Select a status from the list.
- If all line items have been accepted, the default setting is Under Review.
- If one or more line items have been rejected, the default setting is Revise and Submit. The system also sends a notification email to the subcontractor to alert them about the need to resubmit the information.
- Overall Comments. Enter any additional comments in this box.
- Click Update.
- Status. Select a status from the list.