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. 

     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.
• Additional Information:
  • To learn how to review a project invoice using the project's Commitments tool, see Review Subcontractor Invoices as an Admin.

Prerequisites

• Create an Invoice on Behalf of an Invoice Contact
  OR
• Submit a New Invoice as an Invoice Contact

Steps

1. Navigate to one of the project's Invoicing tool. 
2. Click the Subcontractor tab. 
3. Locate the purchase order or subcontract that contains the invoice you want to review. Then click View. 
4. Click the Invoices tab. 
5. Locate the invoice to review in the list. Then click Edit.
6. 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. 
     
     
7. Click Save. 
8. In the 'Finish Review' window, do the following:
   1. 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.
   2. Overall Comments. Enter any additional reviewer comments in this box. Comments entered here appear below the 'Payment Date' in the 'Summary' tab of the invoice. You can only update this field during the review process. This field cannot be turned ON and OFF in the invoice.  
      
   3. Click Update.

See Also

• Create and Submit an Invoice as a Subcontractor
• Create an Invoice on Behalf of a Subcontractor
• Create a Payment Schedule
• Export an Owner Invoice as a PDF, CSV, or PDF with attachments