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Procore

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

 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 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.
Example

The illustration below shows an example of an 'Invite to Bill' that you can send to a payment application contact. 

invoicing-invite-to-bill.png

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:

Prerequisites

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
  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: 
  5. Click Send Invites.
    progress-billings-send-invites-button.png
    After sending the invites, the following occurs:
    progress-bililngs-success-invited-banner.png
    • 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?