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Procore Support (en-au)

Send an 'Invite to Bill' to an Progress Claim Contact

Objective

To send an invite to bill to an progress claim contact for the current billing period.

Background

Before you or an progress claim contact can create a new subcontractor progress claim, you must create a billing period using the project's Invoicing tool. After that, you can choose from these methods to create the progress claim:

  • To have the progress claim contact to create a new progress claim for the billing period
    If you choose this method, use the steps below to send the progress claim contact an 'Invite to Bill' by email. Sending an 'Invite to Bill' is a courtesy notification that reminds the progress claim contact to create and submit the new progress claim before the 'Due Date' specified by the billing period. 
  • To create a new progress claim for the billing period on behalf of the progress claim contact
    If you choose this method, follow the steps in Create an Progress Claim on Behalf of an Progress Claim Contact.
Example

The illustration below shows an example of an 'Invite to Bill' that you can send to an progress claim contact. 

invoicing-invite-to-bill.png

Things to Consider

  • Required User Permissions:
    • To send an 'invite to bill' to an progress claim contact, '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:

Prerequisites

Steps

  1. Navigate to the project's Invoicing tool. 
  2. Click the Subcontractor tab.
  3. Locate the purchase order(s) or subcontract(s) that you want to send an 'Invite to Bill' for from the list. 
     Notes
  4.  Mark the checkboxes that correspond to the contracts for the current billing period. 
  5. Click Send Invites.
    send-invites-button.png
    After sending the invites, the following occurs:
    success-invited-banner.png
    • A success banner appears to confirm the invitation was sent.
    • The contract is removed from the 'Not Invited' count to the 'Invited' count. 
       Tip

      After the progress claim contact completes the Next Step, the status of the progress claim updates as follows:

      • If the 'Invite to Bill' is accepted by the progress claim contact, the status changes to 'Accepted'.
      • If the 'Invite to Bill' is rejected by the progress claim contact, the status changes to 'Declined'.

      To learn more about statuses, see What are the default statuses for Procore progress claims?

 

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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