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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 have the invoice contact to create a new invoice for the 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 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 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 contract's invoice in the list. You can send an invite for more than one invoice. 
     Note
    If you are creating an subcontractor invoice to release retainage, you do not need to send an invite to bill. See Create a Subcontractor Invoice for the Release of Retainage.
  4.  Mark the checkboxes associated with the invoice as follows:
  5. Click Send Invites.
    After sending the invites, the following occurs:
    • The invoice status for those commitments changes from 'Not Invited' to 'Invited.' You will need to refresh the page to see the update. 
    • If the invite to bill is accepted, the status changes to 'Accepted'.
    • If the invite to bill is rejected, the status changes to 'Declined'.

 

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.