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Procore Support (en-au)

Create an Owner Progress Claim

 Important
Owner invoices cannot be created using the project's Invoicing tool. Instead, they are created in the project's Prime Contracts tool. To learn more, see Create an Owner Invoice. A copy of those instructions is being shared on the page below so that user's reviewing the tutorials in Procore's Invoicing tools are aware of the required steps. 

Objective

To learn how to create an owner invoice for work completed. 

Background

Things to Consider

  • Required User Permissions:
    • To create an invoice, 'Admin' level permissions on the project's Prime Contracts tool.
    • To view the Detail tab on an invoice, 'Read Only' or 'Standard' level permissions on the project's Prime Contracts tool with the 'View Owner Invoice Detail' granular permission enabled on your permission template.
      Note: If you do NOT have 'Admin' level permissions on the project's Prime Contracts tool and want to view some or all of the prime contract, see View a Prime Contract.
  • Additional Information:
    • When you enter a value for a progress claim that is larger than the scheduled value, the progress claim will be highlighted in red.
    • You can only edit the billed amounts on the most recent progress claim.
    • To learn how amounts are automatically completed by Procore on owner invoices, see How does Procore automatically fill in amounts on an owner invoice?

Prerequisites

Steps

  1. Navigate to the project's Head Contracts tool.
  2. Locate the head contract that you want to create the progress claim for. 
  3. Click Edit
  4. Click Create Progress Claim.
     Note
    If an invoice has already been created for the current billing period, click the Invoices tab. Then click the Edit button to open it. 
  5. Do the following:
    • Commitment Billing Period
      Select the current billing period. To learn how billing periods are created, see Create Automatic Billing Periods or Create Manual Billing Periods.
    • Invoice #
      Enter a unique identifier for the invoice. Procore automatically numbers invoices in ascending numerical order, starting with one (1). The number entered in this field does NOT affect Procore's default invoice numbering scheme.  
    • Period Start
      Select a start date you are creating the progress claim for.
    • Period End
      Select an end date you are creating the progress claim for.
    • Billing Date
      Select the date you are submitting the progress claim.
    • Status
      Select one of the following statuses: Draft, Under Review, Revise and Resubmit, or Approved.
      • Draft. Use this status while creating the progress claim.
      • Under Review. Use this status while the invoice is being reviewed. 
      • Revise and Resubmit. Use this status when the invoice needs to be corrected. 
      • Approved. Use this status when the invoice has been approved. 
    • Percent Complete
      Shows the percentage of work completed.
    • Attachments
      A PDF of the invoice and any related invoice PDFs from the project's Direct Costs tool are combined into a single PDF and attached here. 
  6. Click Create.
     Notes
    • You will be prompted to confirm that you want the progress claim to pre-populate with amounts billed per division or cost code from our commitment progress claim work complete and materials presently stored columns and direct costs.
    • If confirmed, this pulls in Progress Claims and direct costs amounts for the selected commitment billing period, as well as adds attachments as referenced above. 
    • For amounts to be pulled in correctly, the cost code and cost type on Progress Claim and Direct Cost line items must match that of the head contract's divisions or cost code lines. 
  7. Scroll down the page to view a preview of the progress claim form under "Summary Preview." To learn how the 'Current Amount Due' amount is calculated, see How does Procore calculate the 'Current Payment Due' amount on an progress claim?

Edit Line Items

  1. Click Detail.
    Note: Users with 'Read Only' or 'Standard' level permission on the Prime Contracts tool can only view the Detail tab only if the 'View Owner Invoice Detail' granular permission is enabled on their permission template.
  2. Click Edit.
  3. Complete the following:
    • Work Completed (This Period)
      If you confirmed the option for Procore to automatically complete the owner invoice's amounts (see How does Procore automatically complete amounts on an owner invoice?), the entries from the 'Work Completed (This Period)' column in the related subcontractor invoices and Direct Costs amounts are copied to this entry.
    • Materials Presently Stored
      If you confirmed the option for Procore to automatically complete the owner invoice's amounts Invoice amounts (see How does Procore automatically complete amounts on an owner invoice?), the entries from the 'Materials Presently Stored' column in the related subcontractor invoices are copied to this entry. 
    • Work Retention Retained this Period
      Enter a percentage or dollar amount for work retention retained this period. You can also set retention on all line items by entering a value into the right sidebar and clicking Set.
    • Materials Retention Retained this Period
      Enter a percentage or dollar amount for materials retention retained this period. You can also set retention on all line items by entering a value into the right sidebar and clicking Set
    • Work Retention $ Released This Period
      Enter a dollar amount of work retention released this period.
  4. Optional: If you have any approved contract change orders, you can choose to add them to the invoice by scrolling to the bottom of the page and clicking Add to Invoice
    The entry and editing of the change orders will always occur at the line item level of detail. You can select a different level of detail for how change orders will be displayed on the detail page of the Invoice when being viewed or exported from Procore. See Edit the Advanced Settings Tab for a Prime Contract.
    No invoice values will copy to the change orders.
  5. Click Save.
    All changes will be reflected Contract Summary Report in the General tab.

 

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.

 

 

 

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