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Procore Support (en-au)

Configure Settings: Invoicing

Objective

To configure the advanced settings for the project's Invoicing tool.

Background

If your project team plans to use Procore's Invoicing tool,  it is recommended that you configure the tool's settings before your team starts to create progress claims for the project. Progress Claim settings controlled at the project level include:

  • Default Billing Period. The settings in this section let you define the default billing period for the progress claims tool. Completing this information gives Procore the ability to automatically complete the date fields in the window that appears when users click the +Create Billing Period button. 
  • Emails. The settings in this section let you add the body of an outgoing message on your invites and reminder messages. 
  • Other. The settings in this section let you choose to include a footer on your progress claims, to show or hide the amounts being claimed by subcontractors and also lets you decide if subcontractors are permitted to overbill. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments tool.
       Notes
      • User permissions are NOT managed in the project's Invoicing tool. Instead, the Invoicing tool is designed for users with 'Admin' level permissions on the Head Contracts and/or Commitments tool. 
      • If you are a collaborator (for example, an progress claim contact for a subcontracting company that is performing work for a head contractor managing your contract in Procore), your ability to perform progress claim-related tasks is determined by the project team that controls these settings for your Procore user account: 
        • Your user account's permissions on the project's Commitments and/or Head Contracts tool.
        • Your membership on the 'Private' list of a specific head contract, purchase order, or subcontract.
        • Your designation as an 'Progress Claim Contact' on a head contract, purchase order or commitment.
      • To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.

Steps

  1. Navigate to the project's Invoicing tool.
  2. Click the Configure Settings  icon.
  3. Under Settings, specify the default settings for your project's billing periods and progress claims as follows:

    invoicing-settings.png

  4. Under the Default Billing Period section, set the default date range and due date to use when creating new billing periods: 
    • Start Date
      Select the calendar date of the month for the billing period to begin. This setting is used to auto-fill the default 'From' date in a manual billing period (see Create Manual Billing Periods) and the 'Start Date' in an automatic billing period. See Create Automatic Billing Periods. Users can change this date when creating a billing period. 
    • End Date
      Select the calendar date of the month for the billing period to end. This setting is used to auto-fill the default 'To' date in a manual billing period (see Create Manual Billing Periods) and the 'Start Date' in an automatic billing period. See Create Automatic Billing Periods. Users can change this date when creating a billing period. 
    • Due Date
      Select the calendar date of the month to indicate the 'Due Date' that appears by default when creating an automatic or manual billing period. After this date passes, progress claim contacts can no longer perform the steps in Submit a New Progress Claim as an Progress Claim Contact. However, the progress claim contact can edit an progress claim after the 'Due Date' passes, if the progress claim is in the Draft or Revise and Resubmit status. In addition, an progress claim administrator can Create an Progress Claim on Behalf of an Progress Claim Contact after the 'Due Date' passes. 
  5. Under the Emails section, set the default settings for the Invoicing tool's messages:
    • Optional: Invitation & Reminder Custom Message
      Type a message in this box. This text will be included in both the 'Invite to Bill' and automatic reminder emails that Procore sends to your progress claim contacts. See Send an 'Invite to Bill' to an Progress Claim Contact
    • Optional: Remind Subcontractors to Bill
      Toggle this option ON to send an automatic reminder email to your progress claim contacts. Then set the cadence of those emails by selecting Every Day, Every 2 Days,  or Every 3 Days from the Frequency drop-down list. After the 'Due Date' on an progress claim passes, Procore automatically stops sending reminder messages. 
    • Optional: Send a Digest of Under Review Progress Claims
      Toggle this option ON and select Weekly from the Frequency drop-down list to send a weekly digest summary every Monday. Progress Claims for the current billing period are included in this digest message when they are in the Draft, Under Review, or Revise and Resubmit status. Digest messages are sent to members of the 'Progress Claim Distribution' drop-down list, which is located in the Default Distributions section of the Configure Settings page in the Commitments tool. See Configure Advanced Settings: Commitments
    • Optional: Notify Subcontractors when Progress Claims are Approved
      Toggle this option ON to automatically send a notification email to your progress claim contact(s) when an progress claim's status is changed to Approved or Approved as Noted by an progress claim administrator. See Review a Subcontractor Progress Claim as an Admin.
  6. Under the Other section, do the following:
    • Optional: Sub Progress Claim PDF Footer Text
      Enter any text that you want to appear in the footer of a progress claim PDF created by a user with 'Admin' level permissions on the Commitments tool. See Export a Subcontractor Progress Claim. This field is useful for adding a statement regarding local regulations compliance.
       Important
      The 'Sub Progress Claim PDF Footer' text only appears when a user with 'Admin' level permissions on the project's Commitments tool generates the PDF. It does NOT appear on any PDF generated by a user with 'Read Only' or 'Standard' level permissions on the Commitments tool.
    • Optional: Show Amounts Subcontractors Claim​​​​​​​. If you enable this setting, general contractors will be able to differentiate between what a subcontractor claims and what the head contractor approves.
       Note
      flag-australia.png In Australia and New Zealand, enabling the 'Show Amounts Subcontractors Claim' setting will also let general contractors create a payment program PDF in response to the progress claim. See Review a Subcontractor Progress Claim as an Admin.  To create a payment program, See Create a Payment Program.
      • Total Claimed Amount
         
        This amount reflects the 'Subcontractor Claimed this Period' column on the progress claim's Detail tab. This value excludes retention. 
      • Total Approved Amount
        This amount reflects the 'Work Completed this Period' plus 'Materials Presently Stored' on the progress claim's 'Detail' tab. This value also excludes retention. 
        • Line-by-line claimed and approved amounts in the detail table.
        • The overall comment for the progress claim.
      • Reasons for Difference
        This table includes comments on individual line items where there was a difference between the claimed and approved amounts. For information about adding comments, see Review a Subcontractor Progress Claim as an Admin.
    • Allow Subcontractors to Over-Bill. Toggle this option ON to allow an progress claim contact to submit an progress claim for over 100%. This included in the PDF.
  7. Click Update.

 

If you would like to learn more about Procore’s invoice management software and how it can help your business, please visit our construction invoice management software product page here.