Skip to main content
Procore

Review Invoices as an Admin

Objective

To accept or reject individual invoice line items submitted for review on a subcontractor invoice.

Background

Project Managers and users with 'Admin' permissions on the project's Commitments tool have the ability to approve or reject individual line items submitted by subcontractors on invoices. Use the steps below to complete an invoice review. 

Things to Consider

  • Required User Permissions:
    • 'Admin' permissions on the project's Commitments tool. 
      Notes:
      • Permissions for the project's Invoicing tool are governed by the permission settings on the Commitments and Prime Contracts tools. 
      • Users with 'Standard'  permissions on the Commitments tool and users set as 'Invoice Contacts'  for a commitment have permission to view the status of invoice line items on the Edit Invoice page. 
    • Prerequisites:

Steps

  1. Navigate to one of the following tools:
    • For users with 'Admin' permission on the project's Commitments tool:
      1. Navigate to the project's Invoicing tool.
      2. Under the Subcontractor tab, click the commitment that you want to work with.
      3. Click the Invoices tab.
    • For users with 'Standard' or 'Read-Only' permissions on the Commitments tool:
      • Navigate to the project's Commitments tool.
      • Click the commitment that you want to work with.
      • Click the Invoices tab.
  2. Locate the invoice to review in the list. Then click Edit.
  3. Approve or reject line items as follows:
    • To approve a line item, click icon-inspections-pass.png.
      OR
    • To reject a line item, click icon-inspections-fail.png.
      Notes:
      • You have the option to add a comment to explain the rejection reason.
      • Comments are NOT included in the notification email sent to subcontractor.
      • Comments are 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.
        approve-reject-line-item.png
        • Notes:
          • When the 'Show Amounts Subcontractors Claim' setting is enabled in your project's Invoicing Settings, the system displays the 'Subcontractor Claimed This Period' column in the Line. Items table on the Detail tab. To learn about the value in this field, see Create a Payment Schedule.
          • The 'Subcontractor Claimed This Period' column reflects what a subcontractor submitted. A user with 'Admin' permission can adjust the values in the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts for the line item.

            invoice-detail-with-subcontractor.png

 

  1. Click Save
  2. 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 information.
    2. Overall Comments. Enter any additional comments in this box. 
      finish-review-popup.png
    3. Click Update.

See Also

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 here.

 

  • Was this article helpful?