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Review Invoices as an Admin

Objective

Review invoices line by line in the project's Invoicing tool. 

Background

Project managers and users with 'Admin' level permissions on the Commitments tool can approve or reject invoice line items that subcontractors (or 'Standard' level users or users added as invoice contacts) have submitted. A green checkmark can be selected to indicate that the line item has been approved, and the red X can be selected to indicate that the line item has been rejected. 

Things to Consider

  • Required User Permissions: 'Admin' level permissions on the Commitments tool. 
  • Users with 'Standard' level permissions on the Commitments tool or users added as invoice contacts to commitments will see the Invoice line item status on the Invoice edit page. 

Prerequisites 

  • Create a Commitment Billing Period. See "Start a New Billing Period and Send Invoice Emails" in the See Also section below.

Steps

  1. Navigate to one of the following project-level tools:
    • If you have Admin permissions on the Commitments tool, navigate to the project's Invoicing tool.
      • Under the Subcontractor sub-tab, select the commitment that you want to work with.
    • If you have Standard or Read Only permissions on the Commitments tool, navigate to the project's Commitments tool.
      • Select the commitment that you want to work with.
  2. Select the Invoices sub-tab.
  3. Click the Edit button for the invoice that you want to work with.
  4. Click the Edit button.
  5. Click icon-inspections-pass.png to the left of the line item to approve the line item. Click icon-inspections-fail.png to the left of the line item to reject the line item. If you reject the line items, you will have the option to add comments. Note that these comments are not shown in the email sent to the sub. 
    approve-reject-line-item.png
    • NOTES:
      • If you have enabled the "Show amounts subcontractors claim" option in Invoicing Settings, the Subcontractor Claimed This Period column will appear on this screen. See "Create a Payment Schedule" in the See Also section below.
      • If you reject a line item, then when you create the invoice PDF it will show a Reasons for Difference table which includes any comments you enter as the reason for rejection. See "Export an Owner Invoice as a PDF, CSV, or PDF with attachments" in the See Also section below.
      • While the "Subcontractor Claimed This Period" column can reflect what a subcontractor submitted, an admin can adjust the "Work Completed This Period" and "Materials Presently Stored" columns separately to set the appropriate amounts.

invoice-detail-with-subcontractor.png

  1. Click Save
  2. In the Finish Review pop-up, you can update the status and add any additional comments. The status will default to Revise and Resubmit if there are any line items that have been rejected. If no line items have been rejected, the status will default to Under Review. Additional comments will be sent to any invoice contacts for the commitment if Revise and Resubmit is selected. 

    finish-review-popup.png

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.

 

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