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Review Invoices as an Admin

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Back Current Lesson - 12/23 Lesson 13 - Next

Project Managers and users with 'Admin' permissions on the project's Commitments tool have the ability to approve or reject individual line items on invoices using the project's Invoicing tool. This tutorial shows you how to complete this review.

  1. Navigate to one of the project's Invoicing tool. 
  2. Click the Subcontractor tab. 
  3. Group by Billing Period: Navigate through Current Billing Period to locate the invoice to be reviewed. Invoice Status should say 'Under Review' Locate commitment that contains the invoice you want to review. Then click View. 
  4. Click the Invoices tab. 
  5. Locate the invoice to review in the list. Then click Edit.
  6. Click  icon-inspections-pass.png to approve or  icon-inspections-fail.png to reject each line item.
     Notes
    • You have the option to add a comment to explain the rejection reason.
    • Your comments are NOT included in any email notifications sent from Procore to the subcontractor. 
    • Your comments will be included on Export PDFs for the invoice in the 'Reason for the Difference' area. See Export an Invoice as a PDF, CSV, or PDF with Attachments.
    approve-reject-line-item.png
     Notes
    • If the 'Show Amounts Subcontractors Claim' setting is enabled (see Configure Settings: Invoicing), the system displays the 'Subcontractor Claimed This Period' column on the Detail tab as shown below. The 'Subcontractor Claimed This Period' column reflects the amount submitted on the subcontractor invoice. To learn more, see Create a Payment Schedule.
    • A user with 'Admin' permission can also adjust the values in the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts for the line item. 

    invoice-detail-with-subcontractor.png
  7. Click Save. 
  8. In the Finish Review window, do the following:
    1. Status. Select a status from the list.
      • If all line items have been accepted, the default setting is Under Review.
      • If one or more line items have been rejected, the default setting is Revise and Resubmit. The system also sends a notification email to the subcontractor to alert them about the need to resubmit information.
    2. Overall Comments. Enter any additional comments in this box. 
      finish-review-popup.png
    3. Click Update.