PROCORE: CREATE & SUBMIT AN INVOICE

Using the project's commitments tool to create an invoice as a subcontractor and submit it to Stout Building Contractors

There are two types of financial commitments that end users can create using the commitments tool:

• A purchase order. This is a legal request to order a good or service from a buyer. A purchase order is often used for smaller value goods and services. See Create a Purchase Order. 

• A subcontract. This defines the legally agreed-upon pricing and conditions of a purchase of goods or services. A subcontract is often created for larger value goods and services. See Create a Subcontract.

Related to purchase orders and subcontracts, is an invoice. An invoice is an itemized list of goods or services provided by a contractor that includes a statement of a sum due. In Procore, there are two types of invoices you can create in the Commitments tool:

• An owner invoice is an itemized record of a financial transaction between a project owner and a company responsible for completing work. See Create an Owner Invoice.

• A subcontractor invoice is an itemized record of a financial transaction between a subcontractor and their client (e.g., a general contractor). If you are a subcontractor, your general contract can invite you to bill them for work performed (as described in the Steps below) or they can Create an Invoice on Behalf of a Subcontractor.

Things to Consider

Required User Permission:

• To submit the invoice whether or not the 'Due Date' for the billing period has passed, 'Admin' level permission on the Commitments tool. This permission is typically assigned to the general contractor.
  OR

• To submit the invoice before the 'Due Date', 'Standard' permission on the Commitments tool. This permission is typically assigned to a subcontractor. 
  AND

• Must be added as a member of the 'Private' list on the commitment. 
  OR 

• Must be designated as an Invoice Contact. See Create Invoice Contacts. 

• To submit the invoice before the 'Due Date', 'Read-Only' permission on the Commitments tool. This permission is typically assigned to a subcontractor. 
  AND

• Must be designated as an Invoice Contact. See Create Invoice Contacts. 

Prerequisites:

• The general contractor must specify the subcontractor as the 'Contract Company' on a commitment in the 'Approved' status (e.g., an approved purchase order or a subcontract). See Approve and Sign a Commitment Contract.

• The general contractor must create a new billing period in the project's Invoicing tool. See Create Manual Billing Periods or Create Automatic Billing Periods. 

Additional Information:

• Optional. The contractor also has the option to send an email invite to notify a subcontractor to submit an invoice. See Send Subcontractor Invoice Invitations.

• If the contractor does not send you a subcontractor invoice invitation, but you have been told the billing period is open, see Submit an Invoice as a Subcontractor.

Steps

Submit from Email:

1. If the contractor has issued you an invitation to submit a  bill, you'll receive an email notification like the one shown below.

2. Under the Do you want to bill this period? area, choose one of the following:

• If you want to submit the invoice, click Yes. Then click Post Response and continue with step 3.
  OR

• If you are not ready to submit the invoice, click No. Then click Post Response. 
  Note: If you change your mind after posting your response, you can update your response to the invitation if the 'Due Date' has not yet passed and the contractor who sent you the invitation has the 'Billing Period' set to 'Open'. To do this, click Do you want to bill this period? again, choose Yes, and then click the Post Response button. 

3. At the Create New Invoice page in Procore, the Period Start, Period End, and Billing Date is pre-filled with what the contractor set. Enter the invoice number, if applicable.

4. In the Detail section, enter either your percent complete or amount complete for each line item in your original schedule of values. See "For Commitments Formatted as Unit Quantity" and "For Commitments Formatted as Amount Based" in the sections below. 

5. Enter the materials presently stored amount. This will be added to the percent complete for each line item. See "For Commitments Formatted as Unit Quantity" and "For Commitments Formatted as Amount Based" in the sections below. 

6. In the Approved Commitment Change Orders section, repeat the process for each change order's line items by entering the percent or amount complete for each line item. Any new approved change orders will automatically be added here.
Note: You can only bill by line item on change orders that have been created after 11/6/2016.

7. Attach any required backup documentation, such as lien waivers.

• If the contractor requires the Invoice to be signed, complete the following steps:

  • Click Save.

  • Click Export and select PDF.

  • Sign the PDF.

  • Return to Procore and select the Summary tab.

  • Click Edit.

  • Attach the signed PDF.

8. If you are not ready to submit to the contractor, click Save. This will set the status of the invoice to "Draft." If you are ready to submit it to the contractor, click Submit for Review. This will set the status of the invoice to "Under Review."
Note: Once you submit the invoice to the contractor, you will not be able to edit it unless the contractor changes the status to Revise & Resubmit. 

Submit from Commitment

• Navigate to the commitment you want to create the invoice for.

• Click + Create Invoice.

• Complete steps #2-8 above. 

For Commitments Formatted as Unit Quantity

1. Fill out the following fields for each line items that will be paid for by the invoice:

• This Period (qty): Enter the quantity for each line item for this period and the dollar value will automatically be calculated. If you prefer to enter a percentage value for work completed instead, enter the percent and the quantity for this period and the dollar value will automatically be calculated.  

2. If you need to release retainage:

• Complete Steps 6 & 7 above.

• Click Save.

• In the Detail subtab, click Edit.

• Released this Period ($): Enter the dollar amount of retainage to be released this period.

• Finish Step 8 above.

3. To save the invoice, click Save. To submit it for review, click Submit for Review. 

For Commitments Formatted as Amount Based

1. Fill out the following fields for each line items that will be paid for by the invoice:

• Work Completed (This Period): Enter the dollar amount of work completed in the invoice's pay period. If you prefer to enter a percentage value of work completed instead, click the calculator icon and enter the percentage, and click Save. Procore will automatically translate the percentage of work into the equivalent dollar amount. 

• Materials Presently Stored: Enter the dollar amount of materials presently stored on the job site or nearby storage facility that was not included in the costs for "Work Completed" (D and E ) columns. Please note that the values entered here will remain in this column on future invoices until it is manually moved to Work Completed. See How do I bill for Stored Materials? for more information.

2. If the contractor will create a payment schedule once the invoice is approved, enter the amounts for the work you are claiming this period in the Subcontractor Claimed This Period column of the invoice detail. In order for this column to appear, the payment schedule feature must be enabled in the Invoicing tool’s configuration settings. See Configure Settings: Invoicing.

3. If you need to release retainage:

• Complete Steps 6 & 7 above.

• Click Save.

• In the Detail subtab, click Edit.

• Released this Period - Work Retainage ($): Enter the dollar value of work retainage to be released this period.

• Released this Period - Materials Retainage ($): Enter the dollar value of materials retainage to be released this period.

• Finish Step 8 above.

4. To save the invoice, click Save. To submit it for review, click Submit for Review. 

All information provided by support.procore.com