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Configure Settings: Invoicing

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 For Procore Customers in the United States

flag-us.png  When your company applies the 'Owners English' or 'Specialty Contractors English' point-of-view dictionary, you'll see different tool names and term changes in the user interface. Learn how to apply the dictionary options. 

  • To learn the differences: Show/Hide      

    • This table shows the differences in tool names (bold) and terms across the point-of-view dictionaries for Project Financials. These dictionaries are available in US English only. The default dictionary is designed for head contractors, which means that you will need to work with your Procore Administrator at your company and your Procore point of contact to access the other dictionary options. 

      Head Contractors

      English (United States) - Default

      Owners

      English (Owner Terminology V2)

      Subcontractors

      English (Speciality Contractor Terminology)
      Progress Claiming Progress Claiming Progress Billings
      Owner-developer Funding Owner-developer
      Owner/Client Owner/Client HC/Client
      Head Contract Variation Funding Variation Client Contract Variation
      Head Contracts Funding Client Contracts
      Revenue Funding Revenue
      Subcontract Contract Subcontract
      Subcontractor Contractor Subcontractor
      Subcontractor Schedule of Values (SSOV) Contractor Schedule of Values (CSOV) Subcontractor Schedule of Values (SSOV)

Objective

To configure the advanced settings for the Project level Invoicing tool as an progress claim administrator.

Background

An progress claim administrator should configure the Invoicing tool settings before your team members create any progress claims on a Procore project. 

Things to Consider

Steps

  1. Navigate to the project's Invoicing tool.
  2. Click the Configure Settings icons-settings-gear.png icon.
  3. Under Settings, configure the options.

Default Billing Period

These settings populate the date fields in the 'Set Up Billing Period' prompt when users Create Manual Billing Periods with the Invoicing Tool. 

 Tip
Tired of setting new dates every time you create a manual billing period? An progress claim administrator can configure default billing period dates to preset the dates in the From, To and Due Date fields in the 'Set Up Billing Period' prompt. See Create Manual Billing Periods with the Invoicing Tool. If you don't complete this configuration, no preset dates show. Instead, you will see: mm/dd/yyyy

To configure the Default Billing Period settings:

  1. Choose these dates:
    • Start Date. Accept the default start date of '1st of the month' or choose a different date. This populates the 'From' date in the prompt.
    • End Date. Accept the default end date of '31st of the month' or choose a different date. This populates the 'To' date in the prompt.
    • Due Date. Accept the default due date of '25th of the month' or choose a different date. This populates the 'Due Date' field in the prompt.
      default-billing-period.png
  2. Click Update.

Lien Waivers

These settings are only available with Procore Pay. For instructions:

Emails

Use these settings to adjust the Invoicing tool's email messages. 

To configure the Emails settings: 

  1. Type a message for your progress claim contacts in the Invitation & Reminder Custom Message box.

    invoicing-settings-emails.png
     Tip
    Where is this text used? Procore includes this text in the 'Invite to Bill' and automatic reminder emails. See Send an 'Invite to Bill' to a Progress Claim Contact.
  2. Move the toggle to the right to turn an option ON. Move it to the left to turn it OFF. The default setting for these options is OFF:
    • Remind Subcontractors to Bill. To 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 a progress claim passes, Procore automatically stops sending reminder messages. 
    • 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 'Invoice Distribution' drop-down list, which is located in the Default Distributions section of the Configure Settings page in the Commitments tool. See Configure Settings: Commitments. 
    • Notify Subcontractors when Progress Claims are Approved. Toggle this option ON to automatically send a notification email to your progress claim contact(s) when a progress claim's status is changed to Approved or Approved as Noted by a progress claim administrator. See Review a Subcontractor Progress Claim as a Progress Claim Administrator.
  3. Click Update.

Other

Use these settings to configure the system's behaviour for subcontractor progress claims:

To configure the Other settings:

  1. 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.

    invoicing-settings-other.png
     Note
    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.
  2. Optional: Show Amounts Subcontractors Claim. If you enable this setting, head contractors can differentiate between what a subcontractor claims and what the head contractor approves.
     Note
     In Australia and New Zealand, enabling the 'Show Amounts Subcontractors Claim' setting will also let head 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 'Proposed Amount' 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.  
    • 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 a Progress Claim Administrator.
  3. Allow Subcontractors to Over-Bill. Choose the appropriate option:
     Tips
    • How does this setting work? See How do I prevent or allow overbilling on a subcontractor progress claim?
    • Want to prevent overbilling on all of your company's Procore projects? A Procore Administrator can turn the 'Prevent Overbilling on All Projects' setting ON in the Company Admin tool. This prevents users from saving a progress claim if any of the progress claim's line items exceed 100% of the budgeted amount in the commitment on all of your company's Procore projects. See Set the Defaults for Your Projects. When ON, users can't change the 'Allow Subcontractors to Over-Bill' setting on a project.
    • To prevent over-billing. Move the toggle to the left to turn the option OFF. This prevents users from saving a progress claim if any of the progress claim's line items exceed 100% of the budgeted amount in the commitment on this Procore project.
      OR
    • To allow over-billing. Move the toggle to the right so the toggle to turn the feature ON. This is the default setting. This setting prevents lets users save a progress claim if any of the progress claim's line items exceed 100% of the budgeted amount in the commitment on all of your company's Procore projects.
  4. Click Update.

Beta Subcontractor Workflow Settings

These settings are only available if your company enables the Workflows tool and a workflow template is assigned to the project. See Assign a Custom Workflow Template to a Project. To learn how to configure the settings, see Configure a Custom Workflow Template for Subcontractor Progress Claims on a Project.

Beta  Owner Invoicing Workflow Settings

These settings are only available if your company enables the Workflows tool and a workflow template is assigned to the project. See Assign a Custom Workflow Template to a Project. To learn how to configure the settings, see Configure a Custom Workflow Template for Head Contract Progress Claim on a Project.