Skip to main content
Procore (en-GB)

Create Manual Billing Periods in the Payment Applications Tool

Objective

To manually create a new billing period for a project's subcontractor invoices

Background

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
       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
    • You can only have one (1) billing period with a status of 'Open' at a time. 
    • When you manually create a billing period, Procore sets its status to 'Open' and the previous billing period is automatically set to 'Closed.' 
    • Billing periods can only be created at the Project level. You cannot create Company level billing periods at this time. 
    • If you have  'Read Only' or 'Standard' permission on the Commitments tool, you do not have sufficient permissions to create billing periods from the Invoicing tool. Instead, you must use the Commitments tool. To do this,  navigate to the Commitments tool, click the Billings tab. Then click Create Billing Period
    • For projects using the Direct Costs tool, a billing period also determines which direct costs to include on a payment application. 

Steps

  1. Navigate to the project's Payment Applications tool. 
  2. Click the Create Billing Period button.
    start-new-billing-period.png
  3. Click Manual .
  4. Use the calendar controls to select dates for your billing period:
    • From. Indicates the start date for the billing period. 
    • To. Indicates the end date for the billing period. 
    • Due Date. Indicates the date by which the commitment's Payment Application Contact must submit their payment application to the contractor.  See Add Payment Application Contacts to a Commitment
       Note
      • To create a new payment application after the 'Due Date' passes, your Procore user account must be granted 'Admin' permissions on the Commitments tool. 
      • After the due date passes, a Payment Application Contact with can no longer create a new subcontractor payment application. However, you may edit an existing payment application and submit that payment application for payment if the payment application is in the 'Draft' or 'Revise & Resubmit' status. For details, see Create and Submit a Payment Application as a Subcontractor.
  5. Click Create.
    Procore creates the new billing period and sets it to 'Open.' If you have previously created a billing period, Procore also automatically sets that billing period to 'Closed.' 
 Tip

After you create a billing period,  you then have two options for creating an payment application:

  • Create a Payment Application on Behalf of a Subcontractor
    Choose this method when your subcontractors are NOT being granted access permission to create their own payment applications.  See Create a Payment Application on Behalf of a Subcontractor.
  • Create and Submit a Payment Application as a Subcontractor
    Choose this method when your subcontractors have been granted access to create payment applications in Procore. See Create and Submit a Payment Application as a Subcontractor. Keep in mind that if you choose this option, Procore does not automatically notify your subcontractors when it is time to submit a payment application. Instead, Procore provides you with the option to send invitations if you want to send the subcontractor a notification a reminder that is is time to submit a payment application. This option helps to ensure that payment applications are submitted on time. To learn how to send one of these invites, see Send Subcontractor Payment Application Invitations.