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Create Automatic Billing Periods in the Payment Applications Tool

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Objective

To create automatic billing periods for subcontractor invoices. 

Background

A Billing Period defines the billing cycle used by a project's team and payment application contacts on Procore's owner and subcontractor payment applications. In addition to defining the frequency of the billing cycle (for example, monthly or weekly), a billing period also defines the billing cycle's start/end date and an payment application's due date. 

Examples

Common billing periods include:

  • Monthly
    Examples of common monthly billing periods are below:
    • Starts on the 1st day of a month and ends on the 30th of the same month.
    • Starts on the 15th of one month and ends on the 14th of the following month. 
  • Weekly 
    Examples of common weekly billing periods are below:
    • Starts on Sunday of this week and ends on Saturday of this week.

Things to Consider

  • Required User Permissions:
    • 'Admin' on the project's Commitments tool.
      OR
    • Users with 'Standard' permissions on the Commitments tool can only create payment applications for the most recent billing period.
       Note
      Your ability to perform certain tasks with the Invoicing tool depends on the access permission you've been granted to the Main Contracts or Commitments tool, as well as the privacy and payment application contact settings set on each main contract or commitment that you are working with. To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Payment Applications.

  • Additional Information:

    • Only one (1) billing period is permitted to be open and active at a time.
    • Payment Application Contacts are allowed to submit one (1) payment application per billing period. 
    • After creating automatic billing period, keep in mind that you need to invite your payment application contact(s) to submit a payment application.  See Send Subcontractor Payment Application Invitations.

Steps

  1. Navigate to the project's Payment Applications tool. 
  2. Click Create Billing Period.
  3. Click the Automatic tab.
  4. Configure the billing period's settings as follows:
    • Frequency
      • Monthly. If you select this option, select the date you want the billing period to start. 
      • Weekly. 
      • Never. 
    • Start Date. Select the date of each month you want the billing period to start. 
       Note
      To create automatic billing periods that occur after your selected 'Start Date', you will want to manually create the first billing period created on your project. See Create Manual Billing Periods in the Payment Applications Tool. 
    • End Date. Select the date of each month you want the billing period to end.
    • Due Date. Select the date of each month you want the payment application to be due. 

      setupbilling period.png
  5. Click Save.
     Important
    After creating automatic billing period, keep in mind that the system does NOT automatically notify subcontractors when it is time to submit a payment application.  If you want to notify your subcontractors, you can send them an invitation to submit a payment application.  See Send Subcontractor Payment Application Invitations.