Create Manual Billing Periods

Objective

To manually create a new billing period for a project's subcontractor payment applications as an payment application administrator.

Background

Things to Consider

• Required User Permissions
• Additional Information: 
  • When you create a new billing period Procore automatically sets:
    • The new billing period's status to Open.
    • The previous billing period's status to Closed.
    • There can only be one (1) billing period in the Open status at any given time.
  • You can only create billing periods in the Project level Payment applications tool.
    • You cannot create or manage billing periods at the Company level.
  • These Payment application Management features rely on billing periods:
    • To create a new payment application, a Procore project must have one (1) Open billing period. See Create a Subcontractor Payment application.
    • To compile subcontractor payment application backups, keep all previously issued billing periods in the 'Billing Periods' table in the Closed status. Compile Subcontractor Payment application Backups with the Payment Applications Tool. Never delete a billing period after it's linked to a payment application. See Edit Billing Periods.
    • To automatically complete amounts on main contract payment applications with data from other Procore tools, billing periods and dates on supported financial items must match the billing period dates on the payment application. See How does Procore automatically complete amounts on an upstream payment application?

Prerequisites

• Add Payment application Contacts to a Purchase Order or Subcontract

Steps

1. Navigate to the Project level Payment applications tool. 
2. Optional: Click the Billing Periods tab. 
3. Click Create Billing Period.
   
   
4. In the 'Set Up Billing Period' prompt, the Manual tab is active by default. 

    Tip

   Tired of setting new dates every time you create a manual billing period? An payment application administrator can configure default billing period dates to preset the dates in the From, To and Due Date fields of the 'Set Up Billing Period' prompt. See Configure Settings: Payment applications. If you don't complete this configuration, no preset dates show. Instead, you will see: mm/dd/yyyy
   
5. In the Manual tab, accept the default billing period date or choose another date to: 
   • From. Set the start date for the new billing period.

      Note

     When creating a payment application when this billing period is Open, the 'From' date automatically populates the 'Period Start' field on the new payment application.
   • To. Set the end date for the new billing period.

      Note

     When creating a payment application when this billing period is Open, the 'To' date automatically populates the 'Period End' field on the new payment application.
   • Due Date. Set the due date for new payment application submissions during the new billing period.

      Notes

     • When creating a payment application when this billing period is Open, the date in the 'Due Date' field populates the 'Period Start' field on the new payment application.
     • Once the 'Due Date' passes for an Open billing period, be aware that:
       • Payment application contacts can no longer create or submit a payment application. In addition, payment application contacts can only edit a subcontractor payment application if a payment application administrator places it into the Draft or Revise & Resubmit status. 
       • Only payment application administrators retain the ability to Create a Subcontractor Payment application. 
6. Click Create.
   Procore creates the new billing period and sets its status to Open. Procore also automatically sets the previous billing period to Closed. 

Next Steps

• Create a Subcontractor Payment application

See Also

• Configure Settings: Payment Applications
• Add Payment application Contacts to a Purchase Order or Subcontract