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Procore (en-GB)

Create Automatic Billing Periods

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Objective

To create automatic billing periods for a project's subcontractor payment applications. 

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' level permissions on the project's Commitments tool
       Notes
      • User permissions are NOT managed in the project's Invoicing tool. Instead, the Invoicing tool is designed for users with 'Admin' level permissions on the Main Contracts and/or Commitments tool. 
      • If you are a collaborator (for example, an payment application contact for a subcontracting company that is performing work for a main contractor managing your contract in Procore), your ability to perform payment application-related tasks is determined by the project team that controls these settings for your Procore user account: 
        • Your user account's permissions on the project's Commitments and/or Main Contracts tool.
        • Your membership on the 'Private' list of a specific main contract, purchase order, or subcontract.
        • Your designation as an 'Payment Application Contact' on a main contract, purchase order or commitment.
      • To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.
    Additional Information: 
    • Billing periods can only be created in the project's Invoicing tool. You cannot create billing periods at the company level. 
    • You can only have one (1) billing period in the 'Open' status at a time. 
    • When you create a period, Procore automatically sets the new billing period's status to 'Open' and the previous billing period's status to 'Closed.' 
    • For projects using the Direct Costs tool, a billing period also determines which direct costs to include on an payment application. 

Steps

  1. Navigate to the project's Payment Application tool. 
  2. Optional: Click the Billing Periods tab.
  3. Click the Create Billing Period button.
    start-new-billing-period.png
  4. In the 'Set Up Billing Period' dialogue box, click Automatic.
  5. Under 'Automatic', configure the billing period's settings as follows:
    set-up-automatic-billing-period.png
    • Frequency
      • Monthly. Select this option then choose the date you want the billing period to start. 
      • Weekly. Select this option then choose the date you want the billing period to start. 
      • Never. Select this option to never create an automatic billing period.
         Tip
        When would I choose the 'Never' option? If you have previously configured Procore to automatically create new billing periods, you can cancel that process at a later time by clicking Create Billing Period and selecting the 'Never' option in the Automatic tab as described above. This overrides the tool's previous billing period creation settings and stops Procore from creating new ones. 
    • 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 must manually create the first billing period on your project with the Invoicing tool. See Create Manual Billing Periods.
      • Keep in mind that Procore creates automatic billing periods for future periods on the future period's start date. For example, if you want to automatically create billing periods that start on the first of the month, Procore automatically creates the new billing period on the first of each month. 
    • 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. 
  6. Click Save.
     Tip

    After creating a billing period, choose one of these options to create an payment application:

 

If you would like to learn more about Procore’s invoice management software and how it can help your business, please visit our construction invoice management software product page here.