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Create Automatic Billing Periods in the Progress Billings Tool

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 Limited Release
flag-us.png flag-canada.png 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 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:
    • 'Admin' level permissions on the project's Commitments tool.
       Note
      • 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 invoice 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 create billing periods in the project's Payment applications tool. You cannot create billing periods at the company level. 
    • You can only have one (1) billing period in the 'Open' status at a time. 
    • When you create a new billing period, Procore automatically sets its status to 'Open.' The previous billing period's status is automatically set to 'Closed.' 
    • For projects using the Direct Costs tool, a billing period also determines which direct costs to include on a payment application. 
    • To successfully Compile Progress Billing Backups, the billing period(s) that correspond to the selected progress billings must exist. To learn more, see Create Automatic Billing Periods and Create Manual 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.