Edit a Billing Period For Payment applications

Objective

To edit a billing period. 

Background

Before you or your subcontractors can begin creating subcontractor invoices in Procore and submitting them for payment,  you must first create a billing period for the payment application. Creating a billing period is a required step.  It defines the opening date, closing date and the due date for the payment application. You have these options to create billing periods in the project's Payment applications tool:

• Manually. Choose this option when you need to create billing periods for your subcontractor payment applications and your billing periods are not on a consistent programme. To learn more, see Create Manual Billing Periods.
• Automatically. Use this method when your billing periods have a consistent start, end and due date. For example, weekly or monthly. To learn more, see Create Automatic Billing Periods.

 After creating a billing period, you can use the steps below to edit a billing period.  

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Commitments tool.

     Notes

    • Access permissions to the Payment applications & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding or Main Contracts tool. Procore tool names vary, depending on the language or point-of-view dictionary configured in Procore. See What dictionaries and languages are available in the Procore web application?
    • If you are a collaborator (for example, an payment application contact employed by a company performing work on a project managed in Procore, your ability to perform invoice-related tasks is determined by the Procore company account holder. Settings that the account holder may choose to provide to you include:
      • A Procore User account.
      • Access permissions to the project's Commitments and/or Client Contracts, Funding or Main Contracts tool.
      • Membership on the 'Private' list of a specific contract or funding
      • Designated as an 'Invoice Contact' on the contract or funding.
• Additional Information:
  • You can only have one (1) billing period with a status of 'Open' at a time. 
  • You cannot create two billing periods with identical date ranges.
  • In order to create a payment application, the payment application must correspond to the billing period in the 'Open' status.
  •  To successfully Compile Payment application Backups, the billing period(s) that correspond to the selected progress billings must exist. Procore recommends that you only delete billing periods when they are NOT associated with any progress billings. To learn more, see Create Automatic Billing Periods and Create Manual Billing Periods.

Prerequisites

• Create Manual Billing Periods
  OR
• Create Automatic Billing Periods

Steps

1. Navigate to the project's Invoicing tool.
2. Click the Billing Periods tab.
3. 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 payment application contact must submit their payment application to the contractor.  See Add Payment application Contacts to a Purchase Order or Subcontract.

      Note

     • To create a new subcontractor 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 can no longer create a new subcontractor payment application. However, you may edit an existing subcontractor payment application and submit that payment application for payment if the payment application is in the 'Draft' or 'Revise & Resubmit' status. For details, see Submit a New Payment application as a Payment Application Contact.
4. Select Open or Closed from the Status list. 
   Note: Only one (1) billing period can be assigned the status of 'Open' at any given time. 
5. Click Done or click out of the field to save your changes. 
   
   

    Tip

   What's the next step? After creating a billing period, choose one of these options to create a payment application:

   • Create a Payment Application on Behalf of a Payment Application Contact
     Choose this method when you do NOT want to grant your payment application contacts access permissions to create their own payment applications in Procore. See Create a Payment Application on Behalf of a Payment Application Contact.
     OR
   • Send an 'Invite to Bill' to a Payment Application Contact
     Choose this method when you want to invite your payment application contacts to submit their own payment application. First, follow the steps in Send an 'Invite to Bill' to a Payment Application Contact. If you are the recipient of an 'Invite to Bill,' you can then input your data into your payment application as described in Submit a New Payment application as a Payment Application Contact. 

    

See Also

• Create Manual Billing Periods
• Create Automatic Billing Periods