Revise & Resubmit an Invoice as an Invoice Contact in the Progress Billings Tool

Objective

To revise & resubmit any line items that were rejected on a subcontractor invoice. 

Background

After an invoice contact submits a new subcontractor invoice, an invoice administrator must review your invoice before it is approved for payment. For details, see Review a Subcontractor Invoice as an Admin.

As an invoice contact, you may have been granted sufficient access permissions to view the status of the individual line items after this review. For each line item on the invoice, you are informed of the status as follows:

• Lines with a green checkmark  indicate the line item was Approved.
• Lines with a red x  indicate the line item was Rejected. The invoice manager might also enter an explanation for the rejection in the 'Comments' column. 

If a line item is rejected, the invoice's status is updated to 'Revise & Resubmit.' This allows the invoice contact to review the rejected line items on the invoice and adjust the values on those line items as needed. 

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Commitments tool.
    OR
  • 'Standard' level permissions on the project's Commitments tool and you must be added as an 'Invoice Contact' on the commitment. See Add Invoice Contacts to a Purchase Order or Subcontract.

     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.

     

Prerequisites

• An invoice manager must first review the invoice's line items. See Review a Subcontractor Invoice as an Admin.

Steps

1. Navigate to the project's Progress Billings tool.
2. Click the Subcontractor tab.
3. Click the invoice to work with from the list. 
4. Click Edit.
5. Review the invoice. 
6. On the Detail tab, keep the following in mind:
   • Line items with a green checkmark  have been approved by the company you are billing.
   • Line items with a red X  have been rejected by the company you are billing. Check the entry in the 'Comment' column for a rejection reason. 
     
7. Adjust the line item amounts as appropriate. 
8. Choose from these options:
   • If you are not ready to submit your invoice for review, click Save.
     OR
   • If you are ready to submit your invoice for review, click Submit for Review.

Next Steps

• Review a Subcontractor Invoice as an Admin from the Progress Billings Tool

See Also

• Submit a New Invoice as an Invoice Contact