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Create Automatic Billing Periods in the Progress Billings Tool

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 For Procore Customers in the United States

flag-us.png  When your company applies the 'Owners English' or 'Speciality Contractors English' point-of-view dictionary, you'll see different tool names and term changes in the user interface. Learn how to apply the dictionary options. 

  • To learn the differences: Show/Hide      

    • This table shows the differences in tool names (bold) and terms across the point-of-view dictionaries for Project Financials. These dictionaries are available in US English only. The default dictionary is designed for main contractors, which means that you will need to work with your Procore Administrator at your company and your Procore point of contact to access the other dictionary options. 

      Main Contractors

      English (United States) - Default

      Owners

      English (Owner Terminology V2)

      Speciality Contractors

      English (Speciality Contractor Terminology)
      Payment Applications Payment Applications Progress Billings
      Owner Funding Owner
      Owner/Client Owner/Client MC/Client
      Main Contract Variation Funding Variation Client Contract Variation
      Main Contracts Funding Client Contracts
      Revenue Funding Revenue
      Subcontract Contract Subcontract
      Subcontractor Contractor Subcontractor
      Subcontractor Bill of Quantities (SBOQ) Contractor Bill of Quantities (CBOQ) Subcontractor Bill of Quantities (SBOQ)

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 payment applications and progress billings. 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 the due date for the payment application or progress billing. 

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
    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:

 

Steps

  1. Navigate to the Project level Payment applications tool. 
  2. Optional: Click the Billing Periods tab. 
  3. Click Create Billing Period.

    start-new-billing-period.png
  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
    set-up-billing-period-manual.png
  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.