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Procore

Revise & Resubmit a Subcontractor Invoice as an Invoice Contact

 For Procore Customers in the United States

flag-us.png  When your company applies the 'Owners English' or 'Specialty Contractors English' point-of-view dictionary, you'll see different tool names and term changes in the user interface. Learn how to apply the dictionary options. 

  • To learn the differences: Show/Hide      
    • This table shows the differences in tool names (bold) and terms across the point-of-view dictionaries for Project Financials. These dictionaries are available in US English only. The default dictionary is designed for general contractors, which means that you will need to work with your Procore Administrator at your company and your Procore point of contact to access the other dictionary options. 

      General Contractors

      English (United States) - Default

      Owners

      English (Owner Terminology V2)

      Specialty Contractors

      English (Specialty Contractor Terminology)

      Invoicing Invoicing Progress Billings
      Owner Funding Owner
      Owner/Client Owner/Client GC/Client
      Prime Contract Change Order Funding Change Order Client Contract Change Order
      Prime Contracts Funding Client Contracts
      Revenue Funding Revenue
      Subcontract Contract Subcontract
      Subcontractor Contractor Subcontractor
      Subcontractor Schedule of Values (SSOV) Contractor Schedule of Values (CSOV) Subcontractor Schedule of Values (SSOV)

Objective

To revise & resubmit any line items that were rejected on a subcontractor invoice as an invoice contact

Background

After an invoice contact submits a subcontractor invoice to the upstream contractor for payment, an invoice administrator reviews the invoice to approve or reject the payment. See Review a Subcontractor Invoice as an Invoice Administrator. Once an invoice administrator rejects one (1) or more line item(2) on the invoice's Schedule of Values, its status changes to Revise & Resubmit and Procore sends an email notification to alert the invoice contact.  

As an invoice contact, you can now review the rejected line item(s) and adjust the amount(s) on the item(s) as needed. To do this, the upstream collaborator must grant you sufficient access permissions. If you have been granted the required user permissions detailed below, one of the following marks appears in the corresponding 'Line Item Approval' column(s) on the invoice's 'Schedule of Values' card:

  • A GREEN checkmark icon-inspections-pass.png shows the line item is approved.
  • A RED X icon-inspections-fail.png shows the line item is rejected. A reason might appear in the 'Comment' column. A Comment is an optional entry for upstream collaborator's invoice administrator. 

Things to Consider

  • Required User Permissions:

Steps

  1. Navigate to the project's Commitments tool.
  2. Locate the commitment contract related to the invoice in the Commitments list. 
  3. Click the Number link to open the commitment contract.
  4. Click the Invoices tab.  
  5. Look for the invoice in the Revise and Resubmit status. 
    commitment-sub-invoice-revise-and-resubmit.png
  6. Click the Invoice # link to open it. 
  7. In the invoice, click the Edit button. 
  8. Scroll down to the Schedule of Values card. 
  9. In the Line Item Approval column, identify which line items were approved or rejected by the invoice administrator: 
    • A GREEN checkmark icon-inspections-pass.png shows the line item is approved.
    • A RED X icon-inspections-fail.png shows the line item is rejected. A reason might appear in the 'Comment' column.
  10. Optional: If one (1) or more line item(s) were rejected, review the reason provided in the Comment column.
     Note
    A 'Comment' entry is optional. If a reason is NOT provided and you have questions about the line item, contact your upstream collaborator's invoice administrator. 
    sub-invoice-rejected-sov-item.png
  11. Adjust the amounts in each rejected line item(s). See Submit a New Subcontractor Invoice as an Invoice Contact
  12. Choose one (1) of these options:
    save-as-draft-or-send.png
    • Cancel. Click this link to cancel your data entry. 
    • Save as Draft. Click this button to save your data entry without sending the invoice to the invoice administrator for review. This action changes the status of the invoice from Revise and Resubmit to Draft.  
    • Send. Click this button to resubmit your invoice to the invoice administrator for review.