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Procore Support (en-au)

Create Manual Billing Periods

Objective

To manually create a new billing period for a project's subcontractor progress claims.

Background

Billing Period defines the billing cycle used by a project's team and progress claim contacts on Procore's owner and subcontractor progress claims. In addition to defining the frequency of the billing cycle (for example, monthly or weekly), a billing period also defines the billing cycle's start/end date and an progress claim's due date. 

Examples

Common billing periods include:

  • Monthly
    Examples of common monthly billing periods are below:
    • Starts on the 1st day of a month and ends on the 30th of the same month.
    • Starts on the 15th of one month and ends on the 14th of the following month. 
  • Weekly 
    Examples of common weekly billing periods are below:
    • Starts on Sunday of this week and ends on Saturday of this week.

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.
    Additional Information: 
    • Billing periods can only be created in the project's Invoicing tool. You cannot create billing periods at the company level. 
    • You can only have one (1) billing period in the 'Open' status at a time. 
    • When you create a period, Procore automatically sets the new billing period's status to 'Open' and the previous billing period's status to 'Closed.' 
    • For projects using the Direct Costs tool, a billing period also determines which direct costs to include on an progress claim. 

Steps

  1. Navigate to the project's Invoicing tool. 
  2. Optional: Click the Billing Periods tab. 
  3. Click the Create Billing Period button.
    start-new-billing-period.png
  4. In the 'Set Up Billing Period' dialogue box, click Manual.
  5. Under 'Manual', click the calendar controls to select dates for your billing period:
    set-up-manual-billing-period.png
    • From: Indicates the start date for the billing period. 
    • To: Indicates the end date for the billing period. 
    • Due Date: Indicates the date by which the progress claim contact must submit the current progress claim.  See Add Progress Claim Contacts to a Purchase Order or Subcontract.
       Notes
      • To create a new progress claim after the 'Due Date' passes, your Procore user account must be granted 'Admin' permissions on the Commitments tool. 
      • After the due date passes, an Progress Claim Contact can no longer create a new subcontractor progress claim. However, you may edit an existing progress claim and submit that progress claim for payment if the progress claim is in the 'Draft' or 'Revise & Resubmit' status. For details, see Submit a New Progress Claim as an Progress Claim Contact.
  6. Click Create.
    Procore creates the new billing period and sets it to 'Open.' If you have previously created a billing period, Procore also automatically sets that billing period to 'Closed.'
     Tip

    After creating a billing period, choose one of these options to create an progress claim:

 

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.