About Progress Billings
Limited Release
The Progress Billings tool is only available to Procore customers in the United States and Canada who have implemented the Procore for Speciality Contractors point-of-view dictionary. To learn more, see (Limited Release) Owners & Speciality Contractors Point-of-View Dictionary Options. Objective
To use the Progress Billings tool as a Specialty Contractor managing your project's progress billings in Procore
Background
In Procore's Progress Billings tool, Specialty Contractors can manage two (2) types of progress billings on a construction project:
- Downstream billings. In Procore, downstream billings bill against a project's subcontracts created in the Commitments tool. In Procore, term progress billings is synonymous with the term subcontractor invoices, which are your payable invoices.
- Upstream billings. In Procore, upstream billings include GC/Client invoices that bill against a project's client contracts created in the Client Contracts tool. In Procore, term GC/Client invoices is synonymous with the term owner invoices, which are your receivable invoices.
Using the Client Contracts, Commitments, and Progress Billings tools, your project team can incrementally collect, review, and approve progress billing for your project's billing periods and for the agreed-upon progress milestones in your contracts.
The first step of the progress billing process is to create your purchase orders and subcontracts, and to designate a progress billing contact for the subcontractors and vendors who will be billing you for the work they perform. For customers using Procore's Progress Billings tool, the term invoice contact is synonymous with progress billing contact in Procore.
The next step is for the person (or people) responsible for managing your project's invoices to set up a billing period. In this documentation, we refer to that person as the invoice administrator. A billing period allows you to organize your invoices—monthly, weekly, or a custom length.
For your project, you can choose to create the progress billings for your subcontractors and vendors or you have option to send your progress billing contacts an 'Invite to Bill'—which is a courtesy reminder to submit the billing by the due date. After the billings are submitted, you can generate your project's GC/Client invoices based on your progress billings.
Workflow
Steps
- Create Your Progress Billings in Procore
- Optional: Export Your Progress Billings to an Integrated ERP System
Create Your Progress Billings in Procore
The steps in the progress billing workflow are designed for use by your team's invoice administrator(s). You also have the option to either create all of your project's progress billings on behalf of your invoice contacts or to invite your invoice contacts to submit their own invoices:
- Add at least one (1) progress billing contact to the purchase order or subcontract using one (1) of these tools:
Note
For customers using Procore's Progress Billings tool, the term invoice contact is synonymous with progress billing contact in Procore.- Commitments. For instructions, see Add Invoice Contacts to a Purchase Order or Subcontract.
- Progress Billings. For instructions, see Add Invoice Contacts to a Purchase Order or Subcontract.
- Create a billing period using the Progress Billings tool:
- Decide who can create payment applications for your Procore project. Users have these choices:
- Create a progress billing on behalf of an 'Invoice Contact'
Choose this option if you do NOT want to provide your collaborators with access permission to your Procore project. This option requires you to enter the invoice information for your collaborators. For instructions, see Create a Progress Billing on Behalf of an Invoice Contact. - Send an 'Invite to Bill' to an Invoice Contact
Choose this option if you want your collaborators to create their own progress billings. This option lets the designated 'Invoice Contact' on a commitment access the Create New Invoice form from an email invitation. For instructions, see Send an 'Invite to Bill' to an Invoice Contact.- If you receive an invite to bill, you can accept or decline the invite. See Accept or Decline an 'Invite to Bill' as a Payment Application Contact.
- If you accept the invite, you can then Submit a New Progress Billing as an Invoice Contact.
- If you decline the invite, you will not create a payment application for the billing period. See Accept or Decline an 'Invite to Bill' as a Payment Application Contact.
- If you receive an invite to bill, you can accept or decline the invite. See Accept or Decline an 'Invite to Bill' as a Payment Application Contact.
- Create a progress billing on behalf of an 'Invoice Contact'
- After the invoices are created, a user with 'Admin' level permissions must review it. See Review a Progress Billing as an 'Admin.'
- If you are an 'Invoice Contact' who has also been granted 'Standard' permission on a project's Commitments tool, you can check the status of the line items on your invoice, see any comments left by the person who reviewed your invoice submission and adjust those line item amounts as needed to resubmit your invoice for another review. To learn more, see Revise & Resubmit a Progress Billing as an Invoice Contact.
Optional: Export Your Progress Billings to an Integrated ERP System
If your company is using one of Procore's ERP Integrations and you want to sync the progress billings from your Procore project with an integrated ERP system, you first need to determine if progress billing exports are supported. The list below details the ERP Integrations that support progress billing exports.
| ERP Integration Name | For instructions |
|---|---|
| Integration by Procore: Connects Procore to Viewpoint® Spectrum® | Progress billings cannot be synced at this time. |
| Integration by Ryvit: Connects Procore to Viewpoint® Vista™ | Progress billings cannot be synced at this time. |
| Procore + Sage 100 Contractor® | Progress billings cannot be synced at this time. |
| Procore + Sage 300 CRE® | Export Subcontractor Invoices from Procore to Sage 300 CRE® 1 |
| Procore + QuickBooks® Desktop | Export Subcontractor Invoices from Procore to QuickBooks® Desktop 1 |
1 For customers using Procore's Progress Billings tool, the term subcontractor invoice is synonymous with the term progress billing.