Create Manual Billing Periods for Progress Billing

Objective

To manually create a new billing period for a project's subcontractor payment applications.

Background

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 point-of-view dictionary configured in Procore. See What tool names and terms are different in Procore for main contractors, owners and speciality contractors?
    • 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 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.

Prerequisites

• Add Payment application Contacts to a Purchase Order or Subcontract

Steps

1. Navigate to the project's Progress Billings tool. 
2. Optional: Click the Billing Periods tab. 
3. Click the Create Billing Period button.
   
4. In the 'Set Up Billing Period' dialogue box, click Manual.
5. Under 'Manual', click 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 invoice contact must submit the current invoice.  See Add Invoice Contacts to a Purchase Order or Subcontract.

      Notes

     • To create a new 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 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.
6. Click Create.
   Procore creates the new billing period and sets it to 'Open.' If you have previously created a billing period, Procore also automatically sets that billing period to 'Closed.'

    Tip

   What's the next step? After creating a billing period, users with the required user permissions can Create a Subcontractor Payment application.

Next Steps

• Create an Invoice on Behalf of an Invoice Contact
  OR
• Send an 'Invite to Bill' to a Payment Application Contact

See Also

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