Send an 'Invite to Bill' to a Payment Application Contact from the Progress Billings Tool

Objective

To send an 'Invite to Bill' for the current billing period to an invoice contact from the Progress Billings tool. 

Background

Before you or a payment application contact can create a new subcontractor payment application, you must create a billing period using the project's Payment applications tool. After that, you can choose from these methods to create the payment application:

• To invite an invoice contact to create a new invoice for the current billing period
  If you choose this method, use the steps below to send the invoice contact an 'Invite to Bill' by email. Sending an 'Invite to Bill' is a courtesy notification that reminds the invoice contact to create and submit the new invoice before the 'Due Date' specified by the billing period. To create the invoice as an invoice contact, see Submit a New Invoice as an Invoice Contact.
• To create a new invoice for the billing period on behalf of the invoice contact
  If you choose this method, follow the steps in Create a Subcontractor Invoice on Behalf of an Invoice Contact.

Things to Consider

• Required User Permissions:
  • To send an 'invite to bill' to a payment application contact, '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:
  • If you do not want the invoice contract to create invoices in Procore, you can Create a Subcontractor Invoice on Behalf of an Invoice Contact
  • If you want to create a payment application to release retention. See Create a Subcontractor Payment application for the Release of Retention.

Prerequisites

• Add a payment application contact using one of these Procore tools:
  • Commitments. See Add Payment application Contacts to a Purchase Order or Subcontract. 
    OR
  • Progress Billings. See Add Invoice Contacts to a Purchase Order or Subcontract.
• Create Manual Billing Periods or Create Automatic Billing Periods

Steps

1. Navigate to the project's Progress Billings tool. 
2. Click the Subcontractor tab.
3. Locate the purchase order(s) or subcontract(s) that you want to send an 'Invite to Bill' for from the list. 

    Notes

   • To view only those payment applications where an 'Invite to Bill' has not been sent, click Add Filter. Then choose 'Invoice Status' and mark the Not Invited tickbox. 
   • If you are creating a subcontractor payment application to release retention, you do not need to send an 'Invite to Bill.' See Create a Subcontractor Payment application for the Release of Retention.
4.  Mark the tickboxes that correspond to the contracts for the current billing period. 
   • To select all of the payment applications, mark the checkbox at the top of the table.
   • If the 'Send Invites' button is grayed out and you are NOT permitted to send invites when one or more of the selected commitments are in the following status: 
     • No Invoice Contacts. You must first assign an invoice contact to the commitment. See Add Invoice Contacts to a Purchase Order or Subcontract.
     • SBOQs NOT Approved. The Subcontractor Bill of Quantities (SBOQ) must be in the  'Approved' state. See Enable or Disable the Subcontractor BOQ Tab on the Commitments Tool.
     • If the commitment contract's percentage complete is 100%, you cannot send an invite to bill.

        Note

       If today's date is after the billing period's 'Due Date', you will NOT be permitted to send an email invite. 
5. Click Send Invites.
   
   After sending the invites, the following occurs:
   
   • A success banner appears to confirm the invitation was sent.
   • The contract is removed from the 'Not Invited' count to the 'Invited' count. 

      Tip

     After the payment application contact completes the Next Step, the status of the payment application updates as follows:

     • If the 'Invite to Bill' is accepted by the payment application contact, the status changes to 'Accepted'.
     • If the 'Invite to Bill' is rejected by the payment application contact, the status changes to 'Declined'.

     To learn more about statuses, see What are the default statuses for Procore payment applications?

Next Step

• Accept or Decline an 'Invite to Bill' as an Invoice Contact

See Also

• Add Payment application Contacts to a Purchase Order or Subcontract
• Create a Subcontractor Payment application on Behalf of a Payment Application Contact