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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 a Subcontractor 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
      • Access permissions to the Invoicing & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding, or Prime Contracts tool. Procore tool names vary, depending on the language or point-of-view dictionary configured in Procore. See What dictionaries and languages are available in the Procore web application?
      • If you are a collaborator (for example, an invoice contact employed by a company performing work on a project managed in Procore, your ability to perform invoice-related tasks is determined by the Procore company account holder. Settings that the account holder may choose to provide to you include:
        • A Procore User account.
        • Access permissions to the project's Commitments and/or Client Contracts, Funding, or Prime Contracts tool.
        • Membership on the 'Private' list of a specific contract or funding
        • Designated as an 'Invoice Contact' on the contract or funding.
  • 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 .