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 Procore Invoice Management users can create subcontractor invoices, an invoice administrator must create a billing period in the Invoicing tool. Once created, invoice administrators can send an invoice contact an 'Invite to Bill' for the open billing period. 

Things to Consider

• Required User Permissions
• Additional Information:
  • An 'Invite to Bill' cannot be sent for the open billing period if it is past the invoice's 'Due Date'. 
  • If your team prefers not to invite invoice contacts to submit invoices, follow the steps in Create a Subcontractor Invoice on Behalf of an Invoice Contact. 
  • An 'Invite to Bill' may not be required to create an invoice to release retainage only. See Create a Subcontractor Invoice for the Release of Retainage in the Invoicing Tool.

Prerequisites

• Before sending invites:
  • An invoice contact must be assigned to the invoice's commitment. See Add Invoice Contacts to a Purchase Order or Subcontract.
  • The Subcontractor Schedule of Values must be in the 'Approved' status (if one exists). See Review a Subcontractor SOV for a Commitment.
  • The invoice must correspond to the 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

   Looking for invoices not sent an 'Invite to Bill'? Click Add Filter, choose Invoice Status, and check Not Invited
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:

     • The 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.
     • The Subcontractor Schedule of Values (SSOV) isn't approved. You can only send an invite when the Subcontractor Schedule of Values (SSOV) is in the 'Approved' status (if one exists). See Enable or Disable the Subcontractor SOV Tab on the Commitments Tool and Review a Subcontractor SOV for a Commitment.
     • The current date is past the due date on the open 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. Beta  Click Send Invites and choose an option from the drop-down menu:

   • Work and Materials. Allows subcontractors to bill for work and materials only. 
   • Retainage Release. Allows subcontractors to bill for retainage release only. 
   • Work, Materials, and Retainage. Allows subcontractors to bill for work, materials, and retainage release. 
     
     
      
5. 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