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Review a Subcontractor Invoice as an Admin

Objective

To approve or reject the line items on a downstream invoice as an invoice administrator.

Background

If you are responsible for managing your project's invoices, it's important to ensure the invoices submitted by your vendors, contractors, subcontractors, and suppliers are accurate. To support that, Procore provides you with the ability to approve or reject individual invoice line items. To do this, your Procore user account must be assigned the appropriate permissions. Then, you can use the steps below to navigate to an invoice. 

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. 
       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:
    • Invoice administrators can review line items on any invoice and are NOT limited to reviewing only most recent invoice. However, it is important to keep in mind that rejecting a line item will NOT change the value of the invoice. 
    • To learn how to review a project invoice using the project's Commitments tool, see Review Subcontractor Invoices as an Administrator.

Steps

  1. Navigate to the project's Invoicing tool. 
  2. Click the Subcontractor tab. 
  3. Locate the invoice to review. Then click its Invoice # link. 
  4. Click the invoice's Detail tab.
  5. Click the Edit button.
  6. In the Line Items table, approve or reject each line item on the invoice as follows:
     Notes

    As you review each line item, keep in mind:

    • Invoice administrators can review line items on any invoice and are NOT limited to reviewing only most recent invoice. However, it is important to keep in mind that rejecting a line item will NOT change the value of the invoice. 
    • If you have enabled the Enable Subcontractor Proposed Amounts option in Commitment Settings, the 'Subcontractor Claimed This Period' column appears. To learn more, see Create a Payment Schedule.
    • The 'Subcontractor Claimed This Period' column can reflect what an invoice contact submitted, a user with 'Admin' level permissions can adjust the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts.
    • To learn more about the Schedule of Values in a subcontractor invoice, see Create an Invoice on Behalf of an Invoice Contact.
    • To approve a line item, click the GREEN checkmark so it appears in a circle icon-inspections-pass.png. This indicates you have approved the line item. 
    • To reject a line item:
      • Click the RED 'x' icon-inspections-fail.png
        This opens a Reason (Optional) box. 
      • Enter a reason in the Reason (Optional) box.
      • Click Add.
        sub-invoice-schedule-of-values-reject-reason.png
         Important
        • Comments entered in the 'Reason (Optional)' box are NOT included in the automated email sent to the invoice contact. However, you can export a PDF that includes a 'Reasons for Difference' table that shows the comments as entered. See Export a Subcontractor Invoice.
  7. Click Save
  8. In the Finish Review dialog box, update the status as needed and add any information in the Overall Comments box.

    finish-review-popup.png
  9.  Click Update to complete the review.
     Notes
    • If you rejected any of the line items, Procore automatically sets the status to Revise and Resubmit.
    • If you approved all of the line items, Procore automatically sets the status to Under Review

 

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.