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:
  • 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

• 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 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 . This indicates you have approved the line item. 
   • To reject a line item:
     • Click the RED 'x' . 
       This opens a Reason (Optional) box. 
     • COMING SOON Enter a reason in the Reason (Optional) box.
     • COMING SOON 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 Save. 
8. In the Finish Review dialog box, update the status as needed and add any information in the Overall Comments box.
   
   
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. 

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