Send an 'Invite to Bill' to an Invoice Contact

Objective

To send an invite to bill to an invoice contact for the current billing period.

Background

Before an invoice contact can create a subcontractor invoice, an invoice administrator must create a billing period. An administrator can then create a subcontractor invoice and send an 'Invite to Bill' to an invoice contact. 

Things to Consider

• Required User Permissions:
  • You must be an invoice administrator.
• Requirements:
  • The commitment associated with the invoice must have an assigned invoice contact. 
  • The Subcontractor Schedule of Values must be in the 'Approved' status. 
• Limitations:
  • You cannot send an 'Invite to Bill' for the open billing period if it is past the invoice's 'Due Date.'
• Additional Information:
  • Alternatively, you can Create a Subcontractor Invoice on Behalf of an Invoice Contact. 
  • An 'Invite to Bill' is not required to create an invoice to release retainage only. See Create a Subcontractor Invoice for the Release of Retainage.

Prerequisites

• Make sure the invoices you plan to select:
  • Have an invoice contact. See Add Invoice Contacts to a Purchase Order or Subcontract.
  • Correspond to an Open billing period. See Edit Billing Periods.

Steps

1. Navigate to the project's Invoicing tool. 
2. Click the Subcontractor tab to view a list of subcontractor invoices.

    Tip

   Want to adjust the filter to only see invoices that haven't been sent an 'Invite to Bill? Click Add Filter, choose Invoice Status, and mark the Not Invited box.
3. Select the invoices to send invites for: 
   • To select individual invoices, mark the checkboxes in the corresponding rows. 
   • To select all invoices, mark the checkbox at the top of the table.

      Tips

     Is the 'Send Invites' button grayed out? Possible reasons for an inactive 'Send Invites' button include:

     • A commitment doesn't have an assigned invoice contact. You can only send an invite when an invoice contact is assigned to a commitment. See Add Invoice Contacts to a Purchase Order or Subcontract.
     • A Subcontractor Schedule of Values (SSOV) isn't approved. You can only send an invite with the Subcontractor Schedule of Values (SSOV) is in the 'Approved' status. See Enable or Disable the Subcontractor SOV Tab on the Commitments Tool and Review a Subcontractor SOV for a Commitment.
     • The date that you send an invite is past the due date on the billing period. You cannot send an 'Invite to Bill' for the open billing period if it is past the invoice's 'Due Date.' See Manage Billing Periods.
4. Click Send Invites.
   
   After sending the invites, the following occurs:
   
   • A success banner appears to confirm the invitation was sent.
   • The contract is removed from the 'Not Invited' count to the 'Invited' count. 

Next Step

• Accept or Decline an 'Invite to Bill' as an Invoice Contact

See Also

• Add Invoice Contacts to a Purchase Order or Subcontract
• Create a Subcontractor Invoice