Revise & Resubmit an Invoice as an Invoice Contact in the Progress Billings Tool

Objective

To revise & resubmit any line items that were rejected on a subcontractor payment application. 

Background

After an invoice contact submits a new subcontractor invoice, an invoice administrator must review your invoice before it is approved for payment. For details, see Review a Subcontractor Invoice as an Admin.

As a payment application contact, you may have been granted sufficient access permissions to view the status of the individual line items after this review. For each line item on the payment application, you are informed of the status as follows:

• Lines with a green tick  indicate the line item was Approved.
• Lines with a red x  indicate the line item was Rejected. The payment application manager might also enter an explanation for the rejection in the 'Comments' column. 

If a line item is rejected, the payment application's status is updated to 'Revise & Resubmit.' This allows the payment application contact to review the rejected line items on the payment application and adjust the values on those line items as needed. 

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Commitments tool.
    OR
  • 'Standard' level permissions on the project's Commitments tool and you must be added as an 'Invoice Contact' on the commitment. See Add Invoice Contacts to a Purchase Order or Subcontract.

     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.

     

Prerequisites

• An invoice manager must first review the invoice's line items. See Review a Subcontractor Invoice as an Admin.

Steps

1. Navigate to the project's Progress Billings tool.
2. Click the Subcontractor tab.
3. Click the payment application to work with from the list. 
4. Click Edit.
5. Review the payment application. 
6. On the Detail tab, keep the following in mind:
   • Line items with a green tick  have been approved by the company you are billing.
   • Line items with a red X  have been rejected by the company you are billing. Check the entry in the 'Comment' column for a rejection reason. 
     
7. Adjust the line item amounts as appropriate. 
8. Choose from these options:
   • If you are not ready to submit your payment application for review, click Save.
     OR
   • If you are ready to submit your payment application for review, click Submit for Review.

Next Steps

• Review a Subcontractor Invoice as an Admin from the Progress Billings Tool

See Also

• Submit a New Payment application as a Payment Application Contact