(Beta) Submit a New Invoice as an Invoice Contact for a Progress Billing
Note
If you have the generally available version of subcontractor invoices, follow the steps in Submit a New Invoice as an Invoice Contact instead.Limited Release
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 submit a new subcontractor payment application as an payment application contact after accepting an 'Invite to Bill.'
Background
If you are the designated payment application contact for a purchase order or subcontract, the company you are performing work for creates a billing period to define the 'Billing Date' for submitting your payment application. After the billing period is created, the payment application administrator has the option to send you an email message with the subject line, "Project Name: User Name has invited you to bill." The invite is a courtesy reminder to help ensure that a payment application is created and submitted before the due date.
- If you receive and accept the 'Invite to Bill' (see Accept or Decline an 'Invite to Bill' as a Payment Application Contact), you can then follow the steps below.
- If you have not received an 'Invite to Bill', the company you are performing work for may opt to submit the invoice on your behalf. If this is the case, confirm the process you will use to submit your invoices. The company will complete the steps to Create an Invoice on Behalf of an Invoice Contact.
Things to Consider
Prerequisites
Steps
- Step 1: Enter a Payment Application Number
- Step 2: Update the Bill of Quantities
- Step 3: Add Attachments
- Step 4: Save or Submit a Payment Application
Step 1: Enter a Payment Application Number
Step 2: Update the Bill of Quantities
The Unit-Based accounting method requires you to enter a quantity and unit price for each line item on the BOQ. With this method, Procore automatically calculates line item totals for you.
Note
An asterisk (*) in the list below indicates that you can edit the value of the BOQ line item on your payment application.- Quantity
Shows the total number of units for the line item. - Unit Price
Shows the expense incurred for each unit for the line item. - Value
Shows the total monetary amount of the line item. This is the sum of the Unit Price + Quantity values. - Previous Quantity
Shows the total number of units issued in previous billing periods. - Previous Value
Shows the total monetary amount issued in previous billing periods. - Total Progress %.*
Enter a percentage amount that reflects your total progress. Your entry must reflect the cumulative progress of any previous billing periods and the current billing period. - New Quantity.*
Enter a new quantity to reflect the quantity being billed this period on the new payment application.Note
A
calculator icon indicates that Procore automatically calculates the line item's Amount based on the entries in the Qty, UoM and Unit Cost fields. Click here to see an example. - New Value.*
Enter a new value to reflect the value of the line item being billed this period on the new payment application.Note
A
warning icon indicates a user's Amount entry overrides the automatic calculation with a custom amount. Click here to see an example. - Retention Released.*
Enter a monetary amount of retention to be released this billing period. - Total Retention
Shows the total monetary amount of retention to be released for the line item.
Step 3: Add Attachments
Step 4: Save as Draft or Send for Review
If you are ready to submit the payment application for review, you may do so now. If you want to submit the payment application at a later time, you have the option to save the payment application. Choose one (1) of these options:
- If you are NOT ready to send the payment application, click Save as Draft. This sets the payment application's status to Draft.
OR
Tip
If you want to email a copy of your invoice to others before submitting it for review, Procore recommends following the steps in Export a Subcontractor Invoice. You can then add your invoice as an attachment to a message using your company's email system. - If you are ready to send the payment application, click Send. This automatically sets the payment application's status to Under Review.
Important
- You will NOT be able to edit the invoice after you send it unless an invoice administrator changes the invoice's status to 'Revise & Resubmit.' For details, see Review a Subcontractor Invoice as an Admin.
- To learn more about statuses, see What are the default statuses for Procore payment applications?