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(Beta) Submit a New Invoice as an Invoice Contact

 In Beta
This information is intended for Procore customers participating in the Subcontractor Invoice Beta program. For details about this release, see Financial Management: (Beta) New Admin View for Subcontractor Invoices
 Note
If you have the generally available version of subcontractor invoices, follow the steps in Submit a New Invoice as an Invoice Contact instead. 

Objective

To submit a new subcontractor invoice as an invoice contact after accepting an 'Invite to Bill.' 

Background

If you are the designated invoice contact for a purchase order or subcontract, the company you are performing work for creates a billing period to define the 'Billing Date' for submitting your invoice. After the billing period is created, the invoice administrator has the option to send you an email message with the subject line, "Project Name: User Name has invited you to bill." The invite is a courtesy reminder to help ensure that an invoice is created and submitted before the due date. 

Things to Consider

  • Required User Permissions:
    • To create a new subcontractor invoice in response to an 'Invite to Bill' before the 'Due Date' of the billing period, 'Read Only' level permissions on the project's Commitments tool and you must be the designated 'Invoice Contact' on the purchase order or subcontract.
       Notes
      • Adding an invoice contact to a purchase order or subcontract also adds the person to the 'Private' list.
      • If you are the designated invoice contact and want to submit an invoice after the 'Due Date,' you must contact the company you performed the work for to request that they create the invoice on your behalf. See Create an Invoice on Behalf of an Invoice Contact. Invoice contacts cannot submit invoices in Procore after the due date passes. 
      • If you are the designated invoice contact and cannot find the 'Invite to Bill' that you were sent, you do NOT need the email message to create a new invoice. As long as it is before the 'Due Date', you can log in to Procore and navigate to the Commitments tool to create the new invoice for the purchase order or subcontract.

Prerequisites

Steps

Step 1: Enter an Invoice Number

  1. In the 'New Invoice for' page under 'General Information,' enter a number in the Invoice # box.
     Notes
    • Typically, you will enter a reference number that corresponds to your organization's invoice number.
    • If you are NOT sure what to enter here, contact the invoice administrator for the Procore company account for a resolution.
  2. Verify that the information in the following fields is automatically completed for you. 
    • Billing Date. Indicates the due date for the billing period. 
    • Period Start. Indicates the start date for the billing period. 
    • Period End. Indicates the end date for the billing period. 
  3. Continue with the next step. 

Step 2: Update the Schedule of Values

  1. Scroll to the Schedule of Values section.
  2. Click a cell to update the value.
 Important
  • Depending upon the accounting method that the invoice administrator configured for the commitment that you are billing against, follow the steps for the appropriate accounting method listed below. 
  • To learn how an invoice administrator sets the accounting method for the invoice, see How do I set the accounting method for a commitment or prime contract?

Amount Based Accounting Method

Use this method to invoice lump-sum amounts for the invoice line items on the Schedule of Values (SOV). Procore automatically calculates and adjusts the other entries on the line item for you. If you want to release retainage, enter a dollar amount as needed. Depending on your specific commitment, you may also have the option to bill for stored materials (pictured below). For details about the additional columns that appear when billing for stored materials, see How do I bill for stored materials in a subcontractor invoice? 

sov-amount-based.png

Click here for more detailed information about the Amount Based accounting method.  

The Amount Based accounting method requires you to enter lump sum amounts on each line item in the SOV. With this method, Procore automatically uses your entries to calculate and update the values in other columns. 

 Note
An asterisk (*) in the list below indicates that you can edit the value of the SOV line item on your invoice. 
  • Description of Work
    Shows the 'Description' as it was documented in the SOV for the purchase order or subcontract. 
  • Value
    Shows the dollar amount value of the line item on the purchase order or subcontract. 
  • Previous Progress
    Shows the percentage amount of work performed from any previous invoice(s). 
  • Total Progress %
    Enter a percentage amount to represent the progress milestone for work performed this billing period. This is a cumulative running total of the progress for the commitment. 
    For example, if you have completed 5% of the contracted work, enter 5.00% here. Your entry automatically calculates the values in the 'Work Progress' and the 'Total Retainage' columns. 
  • Work Progress
    If you entered a value in the 'Total Progress %' column, this value is automatically updated for you. You can enter any dollar amount here to represent the dollar amount of work performed this billing period and it will automatically update the 'Total Progress %' for you. 
  • New Materials
    Enter a dollar amount for materials for this billing period. Your entry automatically calculates the values in the 'Total Progress %' and 'Total Retainage' columns. 
  • Conditional: Materials Stored
    If the invoice administrator turned ON the 'Enable Billing Separately for Stored Materials' setting for the commitment, enter a dollar amount to represent the amount of materials stored from the last billing period. An invoice administrator turns can turn ON one (1) of three (3) configuration options in your invoice. For details, see How do I bill for stored materials in a subcontractor invoice? As an invoice contact, you cannot modify this setting:
    • New Materials is Empty in Each New Invoice. Procore resets the value of the entry in the 'New Materials' column to zero (0) on each line item on the Schedule of Values. This is the default setting for the collaborator view. See an example
    • New Materials Carry Over and Stay in Column. Procore sets the value of the entry in the 'New Materials' column to zero (0) on the first invoice, so the invoice contact can update the entry to the appropriate value. When a subsequent invoice is created, the value of the entry in the 'New Materials' column reflects the same dollar amount as was entered on the previous invoice. See an example
    • New Materials Move to a Materials Stored Column. Procore sets the value of the entry in the 'New Materials' column to zero (0) on the first invoice, so the invoice contact can update the entry to the appropriate value. This option also adds a 'Materials Stored' column to the right of the 'New Materials' column. When a subsequent invoice is created, the value entered in the 'New Materials' column is reset to zero (0) and the value previously entered in the 'New Materials' column is automatically moved to the 'Materials Stored' column. See an example
       Notes
      • Procore allows you to apply different retainage percentages to the values you enter in the 'Work Progress' and 'Materials Stored' columns.
      • In the event that you do use a different retainage percent on each, it's important to note that the retainage value is recalculated when you move an amount from Materials Stored to Work Completed.
      • Here is an example where Work Progress Retainage is set at 10% and Materials Stored Retainage is set at 5%.
  • Retainage Released
    Enter a dollar amount of retainage that you are requesting to be released this billing period. It is important to note that you can request the amount to be released, but you are NOT permitted to change the rate of the retainage. 
  • Total Retainage
    Shows the total dollar amount of retainage to be released for the line item. 

Unit-Based Accounting Method

Use this method when invoicing for materials you've ordered in quantity. With this method, you enter the 'Total Progress' percentage or the 'New Quantity' for the line item on your SOV. Procore automatically calculates and adjusts the other entries on the line item for you. If you want to release retainage, enter a dollar amount as needed. 

unit-based.png

Click here for more detailed information about the Unit-Based accounting method.  

The Unit-Based accounting method requires you to enter a quantity and unit price for each line item on the SOV. With this method, Procore automatically calculates line item totals for you. 

 Note
An asterisk (*) in the list below indicates that you can edit the value of the SOV line item on your invoice. 
  • Quantity
    Shows the total number of units for the line item. 
  • Unit Price
    Shows the expense incurred for each unit for the line item. 
  • Value
    Shows the total dollar amount of the line item. This is the sum of the Unit Price + Quantity values. 
  • Previous Quantity
    Shows the total number of units invoiced in previous billing periods. 
  • Previous Value
    Shows the total dollar amount invoiced in previous billing periods.
  • Total Progress %.*
    Enter a percentage amount that reflects your total progress. Your entry must reflect the cumulative progress of any previous billing periods and the current billing period. 
  • New Quantity.*
    Enter a new quantity to reflect the quantity being billed this period on the new invoice. 
  • New Value.*
    Enter a new value to reflect the value of the line item being billed this period on the new invoice. 
  • Retainage Released.*
    Enter a dollar amount of retainage to be released this billing period. 
  • Total Retainage
    Shows the total dollar amount of retainage to be released for the line item. 

 

Step 3: Add Attachments

If you have any files to add as an attachment to the invoice, you can add them now. For example, you might be required to add a lien waiver or a signed PDF copy of the invoice. 

  1. Scroll to the Attachments section.
  2. Click Attach Files.
  3. Upload any files that may be required from your computer.
     Notes
    • Collaborators and users with 'Standard' level permissions on the project's Commitments tool can use the Attach Files option after an invoice is 'Approved'.
    • To add an attachment after approval, click the vertical ellipsis icon-ellipsis-options-menu.png at the top of the page (shown below) and choose Add Attachments from the drop-down menu.
  4. Continue with the next step.

Step 4: Save as Draft or Send for Review

If you are ready to submit the invoice for review, you may do so now. If you want to submit the invoice at a later time, you have the option to save the invoice. Choose one (1) of these options:

  • If you are NOT ready to send the invoice, click Save as Draft. This sets the invoice's status to Draft. 
     Tip
    If you want to email a copy of your invoice to others before submitting it for review, Procore recommends following the steps in Export a Subcontractor Invoice. You can then add your invoice as an attachment to a message using your company's email system. 
    OR
  • If you are ready to send the invoice, click Send. This automatically sets the invoice's status to Under Review.
     Important

 

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 .