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(Beta) Review a Subcontractor Invoice as an Admin from the Progress Billings Tool

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 Phased Release: New Admin & Collaborator Views for Subcontractor Invoices
On March 23, 2022, the modernized subcontractor invoice experience was turned ON in all Procore project's using Procore's Invoice Management tools. To give you time to preview the design changes, Procore is providing users with the option to switch between the modernized and legacy experience until September 2023. After September 2023, the ability to exit out of the new experience will be removed and the legacy experience will no longer be available in Procore. To learn more, see Financial Management: New Admin & Collaborator Views for Subcontractor Invoicing.
 Note
If you have the generally available version of subcontractor invoices, follow the steps in Review a Subcontractor Invoice as an Administrator instead of the ones below.
 Limited Release
flag-us.png flag-canada.png The Progress Billings tool is only available to Procore customers in the United States and Canada who have implemented the Procore for Specialty Contractors point-of-view dictionary. To learn more, see (Limited Release) Owners & Specialty Contractors Point-of-View Dictionary Options. 

Objective

To approve or reject the line items on a downstream invoice as an invoice administrator.

Background

If you are an invoice administrator for your project, it's important to ensure the invoices submitted by your downstream collaborators are accurate. To support that, Procore provides you with the ability to approve or reject individual line item(s) on an invoice's Schedule of Values card. To approve or reject line item(s), your Procore user account must be assigned the required user permissions detailed below. Once you have been granted the appropriate permissions, you can use the steps below to review the invoices submitted to your team for payment. 

Things to Consider

  • Required User Permissions:
    • To review a subcontractor invoice as an admin from the Invoicing tool, '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:
    • Invoice administrators can review line items on any invoice and are NOT limited to reviewing only most recent invoice. However, it is important to keep in mind that rejecting a line item will NOT change the value of the invoice. 
    • To learn how to review a project invoice using the project's Commitments tool, see Review Subcontractor Invoices as an Administrator.

Steps

  1. Navigate to one of the project's Progress Billings tool. 
  2. Click the Subcontractor tab. 
  3. Locate the invoice to review. Then click its Invoice # link. 
  4. Scroll down to the Schedule of Values card. 
  5. Click the Edit button on the card. 
  6. In the Line Item Approval column, approve or reject each line item on the invoice as follows:
     Notes

    As you review each line item, keep in mind:

    • Invoice administrators can review line items on any invoice and are NOT limited to reviewing only most recent invoice. However, it is important to keep in mind that rejecting a line item will NOT change the value of the invoice. 
    • If you have enabled the Enable Subcontractor Proposed Amounts option in Commitment Settings, the 'Proposed Amount' column appears. To learn more, see Create a Payment Schedule.
    • The 'Proposed Amount' column can reflect what an invoice contact submitted, a user with 'Admin' level permissions can adjust the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts.
    • To learn more about the Schedule of Values in a subcontractor invoice, see Create an Invoice on Behalf of an Invoice Contact.
    • To approve a line item, click the GREY checkmark to approve it. A GREEN checkmark indicates you have approved the line item.
       sub-invoice-sov-line-item-approval-green-checkmark.png
    • To reject a line item:
      sub-invoice-sov-line-item-reject-reason.png
      1. Click the GREY 'x' to reject it. A RED 'x' indicates you have rejected the line item. 
        This opens the Reason (Optional) box. 
      2. Enter a reason in the Reason (Optional) box.
      3. Click Add.
         Important
        • Comments entered in the 'Reason (Optional)' box are NOT included in the automated email sent to the invoice contact. However, you can export a PDF that includes a 'Reasons for Difference' table that shows the comments as entered. See Export a Subcontractor Invoice.
  7. Click Save. 
  8. Scroll up to the General Information card.
  9. Click the Edit button. 
  10. Change the status of the invoice as needed:
    • If you reject any of the line items, Procore recommends setting the status of the invoice to 'Revise and Resubmit'. 
    • If you approved all of the line items, Procore recommends setting the status to 'Approved', 'Approved as Noted', or 'Pending Owner Approval' (depending on your situation).