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(Beta) Submit a New Invoice as an Invoice Contact for a Progress Billing

 Phased Release: New Admin & Collaborator Views for Subcontractor Invoices
On March 23, 2022, the redesigned subcontractor invoice beta experience was turned ON in all Procore project's using the Commitments and Invoicing tools. To give you time to preview the design changes, Procore is providing users with the option to switch between the new and legacy experience until February 2023. After February 2023, the ability 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 Submit a New Invoice as an Invoice Contact instead. 
 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, What dictionaries and languages are available in the Procore web application?

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,' do the following:
    • Enter the downstream collaborator's invoice number in the Invoice # box.
       Note
      • Invoice # is NOT a required field, you can leave this field blank.
      • COMING SOON Typically, Procore users use this 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 on the commitment. 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?
    • Verify the information in the following fields. Procore automatically completes the following dates for you.
       Note

      The billing period dates are set by the invoice administrator. If you are using a different billing period, you can change the values in these fields as needed. All of these fields are required.

      • 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. 
  2. Continue with the next step. 

Step 2: Update the Schedule of Values

  1. In the Schedule of Values section, click one (1) or both of the BLUE arrows next to 'Commitment Line Items' or 'Change Orders'. This expands the selected row in the table.
     Notes
    • The 'Change Orders' section is only visible and available when the company's Procore Administrator has enabled the two (2) or three (3) tier change order configuration on the commitment. See Configure the Number of Commitment Change Order Tiers.
    • After expanding a line in the 'Change Orders' section, click the commitment change order line(s) and potential change order line(s) in order to expand them until you reach the data entry line items. 
    expand-commitment-line-items.png
  2. Select the line items that pertain to your invoice by placing a mark in the corresponding check box. In the example below, the invoice is being created for two (2) commitment line items and one (1) change order. 
    invoice-sov-line-items-with-change-orders.png
 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 contract or funding?

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? 

amount-based-sov-entry.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. 
  • Budget Code
    Shows the budget code associated with the commitment line item. See What is a budget code in Procore's WBS? 
  • Description of Work
    Shows the 'Description' as it was documented in the SOV for the commitment. 
  • Value
    Shows the dollar amount value of the line item on the commitment. 
  • 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
    If the invoice administrator turned ON the 'Enable Billing Separately for Stored Materials' setting for the commitment, 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, this field will be filled with any amounts entered in New Materials from previous invoices. For details, see How do I bill for stored materials in a subcontractor invoice? As an invoice contact, you cannot modify this setting.
  • Additional Information:
    • 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 for each new 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 each new 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 added to the 'Materials Stored' column balance. 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 either enter a percentage value 'Total Progress' column or a monetary value in the 'Work Progress' column. Procore automatically calculates and adjusts the other entries on the line item for you. If you want to release retainage, you can enter a dollar amount in the 'Retainage Released' column 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. 

 

  1. Continue with the next step.

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 or use a drag-and-drop operation to move the files from your computer or network to the GRAY area of the page. 
    attachments-attach-files.png
  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'.
  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:

save-as-draft-or-send-buttons.png

  • 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