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Procore

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 you or an invoice contact can create a new subcontractor invoice, you must create a billing period using the project's Invoicing tool. After that, you can choose from these methods to create the invoice:

  • To invite an invoice contact to create a new invoice for the current billing period
    If you choose this method, use the steps below to send the invoice contact an 'Invite to Bill' by email. Sending an 'Invite to Bill' is a courtesy notification that reminds the invoice contact to create and submit the new invoice before the 'Due Date' specified by the billing period. To create the invoice as an invoice contact, see Submit a New Invoice as an Invoice Contact.
  • To create a new invoice for the billing period on behalf of the invoice contact
    If you choose this method, follow the steps in Create an Invoice on Behalf of an Invoice Contact.
Example

The illustration below shows an example of an 'Invite to Bill' that you can send to an invoice contact. 

invoicing-invite-to-bill.png

Things to Consider

  • Required User Permissions:
    • To send an 'invite to bill' to an invoice contact, '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:

Prerequisites

Steps

  1. Navigate to the project's Invoicing tool. 
  2. Click the Subcontractor tab.
  3. Locate the purchase order(s) or subcontract(s) that you want to send an 'Invite to Bill' for from the list. 
     Notes
  4.  Mark the checkboxes that correspond to the contracts for the current billing period. 
  5. Click Send Invites.
    send-invites-button.png
    After sending the invites, the following occurs:
    success-invited-banner.png
    • A success banner appears to confirm the invitation was sent.
    • The contract is removed from the 'Not Invited' count to the 'Invited' count. 
       Tip

      After the invoice contact completes the Next Step, the status of the invoice updates as follows:

      • If the 'Invite to Bill' is accepted by the invoice contact, the status changes to 'Accepted'.
      • If the 'Invite to Bill' is rejected by the invoice contact, the status changes to 'Declined'.

      To learn more about statuses, see What are the default statuses for Procore invoices?

 

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 .