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Procore (en-GB)

Accept or Decline an 'Invite to Bill' as an Invoice Contact

Objective

To accept or decline an 'Invite to Bill' as an invoice contact.

Background

If you are the designated 'Invoice Contact' for a subcontracting company, the invoice administrator will create a billing period in Procore. After the billing period is open, the invoice manager will also send you an email message with the subject line, "Project Name: User Name has invited you to bill."  This 'Invite to Bill' message is sent as a courtesy reminder to help ensure that you create a new subcontractor invoice before the billing period's 'Due Date.' for the billing period.

Things to Consider

  • Required User Permissions:
    • To accept or decline the 'Invite to Bill' email message, 'Read Only' level permissions on the project's Commitments tool. And your user account must be designated as an invoice contact on the purchase order or subcontract.

Prerequisites

Steps

  1. Open your email Inbox. 
  2. Look for the email message with the subject line, " "Project Name: User Name has invited you to bill." 
  3. Open the invite to bill. 

    invoicing-invite-to-bill.png
  4. Review the Invoice Details:
    • Billing Period. Indicates the date range for the current billing cycle for which you can submit an invoice. 
    • Invited By. The name of the Procore user who sent you the 'Invite to Bill.' This is typically the invoice administrator. 
    • Due Date. The date your invoice is due. You cannot submit an invoice in Procore after this date passes.  
  5. Respond to the Do you want to bill this period? question:
    • Yes. If you are ready to create a new invoice for this billing period, click this button to open the new invoice page in the Procore web application.
       Notes
      • If you are not currently logged into your Procore user account, you will be required to enter your login credentials to validate that you have been granted the appropriate permission to open the New Invoice page. 
      • If you are attempting to log in after the billing periods 'Due Date,' a banner message appears to notify you that the due date has passed and you will not be permitted to submit an invoice. 
      • If you want to submit an invoice after the 'Due Date,' you must contact the company you performed work for to request that they create the invoice on your behalf. See Create an Invoice on Behalf of a Subcontractor.
    • No. If you do NOT want to create a new invoice for this billing period click this button. Procore records your response and displays the following confirmation message to show you indicated that you did not want to bill this period. 

      no-response-invite-to-bill.png