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Procore

How do I pre-fill an owner invoice?

Background

When creating an owner invoice, you can save time by pre-filling certain information on the Invoice screen. This data is pulled from other Procore tools and includes:

  • Approved & Pending Owner Approval subcontractor invoice amounts in the billing period
  • Approved direct costs whose received date is in the billing period
  • Approved commitment change orders whose amounts are in prime contract change orders

Answer

When creating an owner invoice, when you click the Create button, a confirmation message will ask if you want to pre-fill the invoice with amounts from your commitment invoices, direct costs, and commitment change orders.

prefill-owner-invoice.png

If confirmed, this pulls in amounts for the selected commitment billing period. The pre-filled amounts are billed per division and cost code and will pull from the commitment invoices' Work Complete and Materials Presently Stored columns. For amounts to be pulled in correctly, the cost code and cost type on invoice and direct cost line items must match that of the prime contract's Divisions or Cost Code lines.

When you click Yes on the confirmation message, the relevant invoice PDFs and any invoice and direct cost PDF attachments from the selected commitment billing period will combine into a single PDF file and automatically be attached to your new owner invoice under the Attachments field. 

Note the following details about pre-filled data:

  • In order to copy subcontractor invoices and direct cost amounts from the commitment billing period to the invoice, the following things must be true:
    • For direct cost amounts to be carried over:
      • Direct cost amounts must have a status of Approved.
      • The direct cost Received Date must fall within the commitment billing period Start and End dates.
      • Only direct costs from Procore's Direct Costs tool will copy. ERP direct costs will not copy.
    • For subcontractor invoice amounts to copy over:
      • The subcontractor invoice must exist in the selected commitment billing period.
      • Subcontractor invoices must have a status of Approved, Approved as Noted, or Pending Owner Approval.
      • The invoice should have one line item with either the cost code and cost type that matches the invoice and/or direct cost line item, or the division as the cost code that the invoice and/or direct cost line item cost code is tiered under. For example, if the invoice line item is 03-300, and the invoice is line item Division 03, the 03-300 amount will copy to the Division 03 line item.
        • If the invoice has multiple line items with the same cost code and cost type, Procore will duplicate the invoice and/or direct cost line item amount onto both Invoice lines, doubling the amount on the invoice.
      • If you choose to compile your subcontractor invoices backup (see Compile Subcontractor Invoice Backup), the compiled backup will be attached to your invoice. The compiled invoice backup will also include the DocuSign version of the PDFs if DocuSign is being used. 
      • Once the invoice is created, there is currently no option to copy subcontractor invoices or direct costs at a later time for that same invoice (other than manually entering in the amounts).
    • For both to copy over: 
      • Once the invoice is created, there is currently no option to copy subcontractor invoices or direct costs at a later time for that same invoice (other than manually entering in the amounts).
      • Both subcontractor invoices and direct costs amounts will copy only. If they are revised in the invoice and direct cost after they are copied into the invoice, the invoice will not update with the revised amounts.
      • If a commitment accounting method is unit/quantity-based, only the "value" will copy over. Quantity will not be reflected in the owner invoice. See How do I determine my accounting method?
  • Commitment change order billed amounts will pre-fill from the subcontractor invoices to the owner invoice if the line items have the following:
    • The PCCO and its corresponding CCO need to be on the same line item as the change event that the items were created for (projects must have change events enabled).
    • Line items have change orders broken down by line item. Any project created on or after March 29, 2018 has the change orders broken down by line item functionality enabled. 
  • When pre-filling data, the following data will be copied from the commitment invoices (or direct costs) and entered into the Detail tab of your owner invoice:
    • Amounts from the Work Completed (This Period) column on commitment invoices and direct costs will be copied into your owner invoice's Work Completed (This Period) column.
    • Amounts from the Materials Presently Stored column on commitment invoices will be copied into your owner invoice's Materials Presently Stored column. 

See Also

 

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