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

Objective

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

Background

Before anyone can create a subcontractor progress claim, an progress claim administrator must create a billing period. An administrator can then create a subcontractor progress claim and send an 'Invite to Bill' to a progress claim contact. 

Things to Consider

• Required User Permissions:
  • You must be an progress claim administrator.
• Requirements:
  • The commitment associated with the progress claim must have an assigned progress claim contact. 
  • The Subcontractor Schedule of Values must be in the 'Approved' status. 
• Limitations:
  • You cannot send an 'Invite to Bill' for the open billing period if it is past the progress claim's 'Due Date.'
• Additional Information:
  • Alternatively, you can Create a Subcontractor Progress Claim on Behalf of a Progress Claim Contact. 
  • An 'Invite to Bill' is not required to create a progress claim to release retention only. See Create a Subcontractor Progress Claim for the Release of Retention.

Prerequisites

• Make sure the progress claims you plan to select:
  • Have a progress claim contact. See Add Progress Claim Contacts to a Purchase Order or Subcontract.
  • Correspond to an Open billing period. See Edit Billing Periods.

Steps

1. Navigate to the project's Invoicing tool. 
2. Click the Subcontractor tab to view a list of subcontractor progress claims.

    Tip

   Want to adjust the filter to only see progress claims that haven't been sent an 'Invite to Bill? Click Add Filter, choose Progress Claim Status, and mark the Not Invited box.
3. Select the progress claims to send invites for: 
   • To select individual progress claims, mark the checkboxes in the corresponding rows. 
   • To select all progress claims, mark the checkbox at the top of the table.

      Tips

     Is the 'Send Invites' button greyed out? Possible reasons for an inactive 'Send Invites' button include:

     • A commitment doesn't have an assigned progress claim contact. You can only send an invite when a progress claim contact is assigned to a commitment. See Add Progress Claim Contacts to a Purchase Order or Subcontract.
     • A Subcontractor Schedule of Values (SSOV) isn't approved. You can only send an invite with the Subcontractor Schedule of Values (SSOV) is in the 'Approved' status. See Enable or Disable the Subcontractor SOV Tab on the Commitments Tool and Review a Subcontractor SOV for a Commitment.
     • The date that you send an invite is past the due date on the billing period. You cannot send an 'Invite to Bill' for the open billing period if it is past the progress claim's 'Due Date.' See Manage Billing Periods.
4. Click Send Invites.
   
   After sending the invites, the following occurs:
   
   • A success banner appears to confirm the invitation was sent.
   • The contract is removed from the 'Not Invited' count to the 'Invited' count. 

Next Step

• Accept or Decline an 'Invite to Bill' as a Progress Claim Contact

See Also

• Add Progress Claim Contacts to a Purchase Order or Subcontract
• Create a Subcontractor Progress Claim