(Beta) Create a Subcontractor Invoice on Behalf of an Invoice Contact

New invoices are always created in the project's Commitments tool. The first step is to open the 'New Invoice' page as follows:

1. Navigate to the project's Commitments tool.
2. In the Contracts table, locate the commitment that you want to create the invoice for. 
3. Click the Number link to open the commitment.
   

    Tip

   Want to collect signatures using the Procore + DocuSign^© integration? To do this, click Edit Contract button. Next, place a mark in the Sign with DocuSign^© checkbox on the 'General Information' card in the commitment contract. If you add a mark, click Save now. Otherwise, click Cancel. Important things to note:

   • The DocuSign^© integration must be enabled. See Enable or Disable the DocuSign® Integration on a Procore Project.
   • Your DocuSign^© account must be linked to Procore. See Link Your DocuSign® Account to a Procore Project.
4. In the contract, click the Create button. Then choose the Create Invoice option from the drop-down menu. 

    Notes

   • To use the Create Invoice menu option, the commitment contract must be in the Approved or Complete status. See What are the default commitment statuses in Procore?
   • To expedite the invoice creation process, it is also helpful to ensure the following is complete before proceeding with creating an invoice:
     • A Contract Company is assigned to the commitment contract. See Create a Commitment.
     • An invoice contact from the contract company is assigned to the commitment contract. See Add Invoice Contacts to a Purchase Order or Subcontract. 
     • The line items in the Subcontract Schedule of Values on the commitment contract are approved. See What is a Subcontractor Schedule of Values?
     • The billing period for the new invoice has been created in the project's Invoicing tool. See Create Automatic Billing Periods or Create Manual Billing Periods.
   
   
5. Continue with the next step. 

The next step is to update the 'General Information' card as follows:

1. In the new invoice, add and/or verify the data in the General Information card:

    Tip

   Need to edit an existing invoice? If you are editing an existing invoice, you can click the Edit button that appears in the top-right corner of the General Information card. This button only appears on the card after the new invoice is saved.
   
   • Contract Company
     Shows the name of the company that completed the contracted work associated with this invoice. This company is assigned to the commitment contract during creation. See Create a Commitment. 
   • Status
     Select a status for the invoice from the drop-down list. On a new invoice, Procore's default status is Draft. 

      Notes

     • To learn about statuses, see What are the default statuses for Procore invoices?
     • If an invoice is ready to be reviewed by an invoice administrator, remember to change its status to Under Review.
     • After the invoice administrator reviews an invoice, its status can be change to Approved or Revise and Resubmit as needed.
     • Users with 'Standard' permission on the Commitments tool can only edit invoices in the Draft or Revise and Resubmit status. 
   • Optional: Invoice #
     Enter the downstream collaborator's invoice number in the Invoice # box.

      Note

     • Invoice # is NOT a required field, you can leave this field blank.
     • Typically, Procore users use this freeform field to enter a reference number corresponding to the downstream collaborator's invoice number. If you enter an 'Invoice #', it must be unique from all other invoices created for the corresponding commitment contract. If you attempt to enter a duplicate number, a RED warning banner appears across the top of the page to remind you to enter a unique number. 
     • Procore does NOT automatically complete the 'Invoice #' entered here on associated upstream invoices. To which fields are automatically completed, see How does Procore automatically complete amounts on an upstream invoice?
   • Billing Period
     Select the date range for the billing period. Procore automatically selects the current billing period by default. 

      Notes

     • Invoice administrators are responsible for creating billing periods. For instructions, see Create Automatic Billing Periods or Create Manual Billing Periods.
     • Users with 'Admin' level permissions on the Commitments tool can select any billing period from the drop-down list.
     • Users with 'Standard' level permissions on the Commitments tool can only select a billing period that does NOT have an invoice associated with it. 
   • Billing Date
     Procore automatically selects the default date defined in the current billing period. This is a required field. 
   • Period Start
     Procore automatically selects the default start date defined in the current billing period. This is a required field. 
   • Period End
     Procore automatically selects the default start date defined in the current billing period. This is a required field. 

      Note

     The 'Billing Period' date in Procore is intended to align with the work being performed on a project so project managers can track and report the affect of invoices on the project's budget. However, if your accounting team defines billing periods differently, it is recommended that you keep the 'Billing Period' entry and then manually enter your unique accounting dates in the 'Billing Date,' 'Period Start,' and 'Period End' fields. 
   • Optional: Payment Date
     Enter the date the payment should be made to the 'Contract Company'. 
   • Optional: Submitted Date
     Enter the date the payment should be submitted to the 'Contract Company'.
2. Continue with the next step. 

    Tip

   Want to save your invoice now? If you want to click the Save button on the invoice, you may do so now. Procore will create the new invoice and you must click the Edit buttons on each card in the invoice to proceed with the data entry. The instructions in this tutorial assume that you will proceed with the creation process before clicking Save. 

If you want to set and release retainage on the line items in the SOV, follow these steps:

1. Choose from these options to select the line items:
   • To select all of the line items in the SOV, click the checkbox in the 'Item Number' header of the data table. 
     OR
   • To select individual line items, mark the checkbox(es) in the 'Item Number' column for the desired line item(s). 
2. In the Schedule of Values, click the Edit button. 
3. Optional: If you are an invoice administrator who wants to set the retainage for the invoice, do the following: 
   • Mark one or more Item Number check boxes. Then click the pencil icon above the data table in the Schedule of Values. 
     This opens the Edit pane on the right side of the page. 
   • Enter the retainage values to apply to the selected line item(s):
     • Work Retainage This Period (%). Enter a percentage amount to indicate the percentage of work retainage to be released this billing period. 
     • Retainage Released. Enter a percentage amount to indicate the percentage of retainage released.
     • Materials Retainage (%). Enter a percentage amount to indicate the percentage of work retainage to be released this billing period. 
   • Click Apply. 
4. Choose from these options for entering work retainage:
   • Work Retainage This Period ($). Shows the currency amount for the work retainage this period. The value that appears here is based on your entry in the 'Work Completed this Period' column. An entry in this cell lets Procore automatically calculate the percentage value in the 'Work Retainage This Period (%)' column. 
     OR
   • Work Retainage This Period (%). Enter a percentage amount for the work retainage that you are requesting to be released this period. An entry in this cell lets Procore automatically calculate the currency value in the 'Work Retainage This Period ($)' column. 
5. In the Total Retainage Released column, enter the total amount of work retainage being requested for release on the line item. 
6. Choose from these options for entering materials retainage: 
   • Materials Retainage ($). Enter a currency amount for the material retainage that you are requesting to be released this period. The value that appears here is based on your entries in the New Materials Stored and Previous Materials Stored columns. An entry in this cell lets Procore automatically calculate the percentage value in the 'Materials Retainage This Period (%)' column. 
     OR
   • Materials Retainage (%). Enter a percentage amount for the material retainage that you are requesting to be released this period. The value that appears here is based on your entries in the New Materials Stored and Previous Materials Stored columns. An entry in this cell lets Procore automatically calculate the percentage value in the 'Materials Retainage This Period (%)' column. 
7. In the Total Retainage column, Procore calculates the sum of the 'Work Retainage This Period ($)' amount plus the 'Materials Retainage ($)' amount to represent the total retainage amount on the invoice. 

1. Scroll to the 'Attachments' section. 
2. Choose from these options:
   
   
   • Click the Attach Files button. This opens the Attach Files dialog box, where you can upload files from your computer. Click the Attach button when finished. 
     OR
   • Use a drag-and-drop operation to move the files from your computer or network into the 'Attachments area'. 

Click the Save button at the bottom of the 'New Invoice' page. 
Note: If workflows are turned on for subcontractor invoices, you can also choose 'Save as Draft' to save your work and stay in the same workflow step.

Optional: If your project team wants to collect signatures on your invoices using the Procore + DocuSign^© integration, click the Send with DocuSign^© button at the top of the page. To use this button, the DocuSign^© integration must be enabled on the project (see How do I enable the DocuSign® Integration?) and the invoice must be in the Approved, Approved as Noted, or Pending Approval status. To learn more about the DocuSign^© integration and preparing envelopes for signature, see DocuSign®.