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 an invoice administrator for your project, it's important to ensure the invoices submitted by your downstream collaborators are accurate. To support that, Procore provides you with the ability to approve or reject individual line item(s) on an invoice's Schedule of Values card. To approve or reject line item(s), your Procore user account must be assigned the required user permissions detailed below. Once you have been granted the appropriate permissions, you can use the steps below to review the invoices submitted to your team for payment. 

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.

Prerequisites

The invoice must be in the 'Under Review' status. Depending on who is creating the invoice, see the following tutorials. 

• If you are creating invoices on behalf of your downstream collaborators, see Create an Invoice on Behalf of an Invoice Contact
• If your downstream collaborators are submitting their own invoices, see Submit a New Invoice as an Invoice Contact or Revise & Resubmit an Invoice as an Invoice Contact

Steps

1. Navigate to the project's Invoicing tool. 
2. Click the Subcontractor tab. 
3. Locate the invoice to review and click its Invoice link. 
4. Scroll to the Schedule of Values card.
5. Click the Edit button. 
6. In the Line Item Approval column, 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:
     • You are NOT limited to reviewing only the most recent invoice.
     • Rejecting line item(s) does NOT change line item amount(s). Amounts must be updated by an invoice administrator or invoice contact.
     • Downstream invoice contacts can only update invoices when granted the required user permissions to submit invoices. See Revise & Resubmit an Invoice as an Invoice Contact.
   • If you have turned the 'Show Amounts Subcontractors Claim' toggle ON in the Invoicing tool the 'Proposed Amount' column appears.
     • To learn how to create a payment schedule from the Invoicing tool, see Create a Payment Schedule. 
     • To learn how to create a payment schedule from the Progress Billings tool, see Create a Payment Schedule from the Progress Billings Tool.
   • The 'Proposed Amount' 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 or Submit a New Invoice as an Invoice Contact.
   • To approve a line item, click the GREY checkmark to approve it. A GREEN checkmark indicates you have approved the line item.
      
   • To reject a line item:
     
     1. Click the GREY 'x' to reject it. A RED 'x' indicates you have rejected the line item. 
        This opens the Reason (Optional) box. 
     2. Enter a reason in the Reason (Optional) box.
     3. Click Add.

         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 one (1) of the save options:
   • Save. Click this button to save the invoice and keep it in the 'Under Review' status. 
     OR
   • Save & Change Status. Click this button to open the 'Save Edits and Change Status' window. Then, select the desired status and enter any information that you want to convey to the invoice contact in the Overall Comments box. Then click Save & Change Status.

      Tips

     What status do I change the invoice to? To learn more about the available statuses, see What are the default statuses for Procore invoices? 

Next Step

• Optional: Revise & Resubmit an Invoice as an Invoice Contact

See Also

• Create a Payment Schedule
• Export an Owner Invoice as a PDF, CSV, or PDF with attachments