Skip to main content
Procore

Update a Subcontractor Schedule of Values as an Invoice Administrator from the Progress Billings Tool

 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 create a Subcontractor Schedule of Values (SOV). 

Background

In the same way that you can invite an invoice contact to submit a subcontractor invoice for review, you can also invite an invoice contact to provide a more detailed breakdown of line items on the 'Schedule of Values' tab by enabling the 'Subcontractor SOV' tab on a commitment.

  • On the general 'Schedule of Values' tab for a purchase order or subcontract, each line item is assigned to a specific cost code and cost type. 
  • On the 'Subcontractor SOV' tab on a purchase order or subcontract, you may be asked to provide a more detailed breakdown of a line item on the 'Schedule of Values' tab. This may be required to provide a more full explanation about the amounts to obtain approval on an invoice. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments tool.
      OR
    • 'Read Only' level permissions or higher on the project's Commitments tool with the 'Create Purchase Order' and 'Create Subcontract' granular permission enabled on your permissions template.
       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.
    Limitations:
  • Additional Information:
    • On the purchase order's or subcontract's General tab, you must select your collaborator's user name in the 'Private' and 'Invoice Contact' fields before your collaborator can see the SOV.
      • Only the detail line items added on the Subcontractor SOV tab will carry over to the invoice.
      • For companies using the ERP Integrations tool, the Subcontractor SOV line items that you create do NOT sync with your integrated ERP system. 
 Tip
Are you creating a Subcontractor SOV for your downstream collaborator to update later? If so, your company must provide the collaborator with a Procore user account in your Company Directory. In addition, that user must be granted the appropriate permissions for an invoice contact. To learn more, see What is an invoice contact?

Prerequisites

Steps

Create a Commitment

Complete the steps in Create a Commitment. Then continue by updating the SOV as described in the next step.

Update the Schedule of Values

  1. Navigate to the project's Invoicing or Progress Billings tool.
     Note
    The name of the Procore tool in your environment depends on the language or point-of-view dictionary configured in Procore. See What dictionaries and languages are available in the Procore web application?
  2. Click the Subcontractor tab. 
  3. Locate the purchase order or subcontract in the list. Then the Contract link to open the contract.
  4. In the General tab, click Edit
  5. Provide the invoice contact's user account with the appropriate access permissions. 
     Important

    To provide a subcontractor with the appropriate access permission to update the Subcontractor SOV on a purchase order or subcontract,  you must do the following:

    1. Select the subcontractor's company name from the Contact Company drop-down list.
    2. Add the subcontractor to the Invoice Contacts drop-down list.
    3. Add the subcontractor to the Private drop-down list.
    4. Click Save.
  6. Click the Schedule of Values tab. 
  7. Click Add Line.
     Notes
    • The 'Schedule of Values' tab is a general SOV that details each scope of work associated with the purchase order or subcontract. 
    • The 'Subcontractor SOV' tab is the more specific area where collaborators provide a more detailed line-item breakdown of each line item on the general Schedule of Values tab.
  8. Add all related line items to the general 'Schedule of Values' tab:
    schedule-of-values-tab-with-celis.png
    • Change Event Line Item
      If you have change events enabled, you can select a change event line item if you want to link the purchase order or subcontract to a specific change event. 
    • Prime Contract Line Item
      If you do not have change events enabled, select the related line item from your prime contract. If the item is not accounted for in the prime contract, select the 'Non Budgeted' option.
    • Budget Code
      Select a budget code from the list or click Create Budget Code to create a new one. See What is a budget code in Procore's WBS? 
    • Description
      Enter a brief description of the line item.
    • Tax Code
      Select a tax code to use for this line item. This field only appears if you have enabled the tax codes feature. See How can I use tax codes on a project?
    • Amount
      Specify the cost of the line item.
  9. Click Add Line Item to add additional line items, as necessary.
  10. Once you are done adding line items, do one of the following:
     Note
    If you have already saved the invoice, the Create button is labeled Save and the Create & Email button is labeled Save & Email.
    • To add subcontractor SOV line items on behalf of your subcontractor, click Create or Save.
      OR
    • To invite your invoice contacts to create the Subcontractor SOV line items, click Create & Email or Save & Email to send the Invoice Contacts and email notifying them they can add their subcontractor line items to the Subcontractor SOV tab. 
       Tip
      When does Procore send email notifications to invoice administrators, invoice contacts, and members of an invoice's distribution list? To learn more, see When does Procore send email notifications to invoice contacts?
  11. Continue with the next step. 

Update the Subcontractor Schedule of Values

If you are an invoice administrator (or an invoice contact who has been invited to update a Subcontractor SOV), you can perform these steps on the commitment contract.

  1. In the commitment, click the Subcontractor SOV tab.
     Note
    If you do NOT see a 'Subcontractor SOV' tab on the commitment contract, a user with 'Admin' level permissions on the Commitments tool must enable it. See Add a Subcontractor SOV to a Commitment and Enable or Disable the Subcontractor SOV Tab on the Commitments Tool.
  2. Click Edit
  3. Enter a detailed line-item breakdown in the Subcontractor SOV tab as follows:
    sub-sov-remaining-to-allocate.png
    • Click the +Add Line Item link.
    • In the Description box add a detailed description of the work to complete. 
    • In the Amount box, add the specific amount for that work. 
    • Continue this step until the 'Remaining to Allocate' amount for that budget code and description reads $0.00.
  4. When you have allocated all of the amounts in the Subcontractor SOV tab, click the Submit button. 
     Notes
    • The Submit button is dimmed and unavailable until the Remaining to Allocate fields in the Subcontractor SOV all read $0.00.
    • After you click the button, Procore changes the status of the Subcontractor SOV to Under Review
    • You will NOT be able to edit your submission unless the invoice administrator changes the status of the Subcontractor SOV to Revise & Resubmit