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Procore Support (en-au)

Send Subcontractor Progress Claim Invitations

Objective

To invite an progress claim contact to submit a subcontractor invoice for the current billing period.

Background

TO send subcontractor invoice, you must first create a billing period. After the billing period is created, you also have the option to send an email invitation to the progress claim contact. This helps to ensure the subcontracting company submits their progress claim on time. If you do not want your progress claim contacts to create an progress claim in Procore, you can alternatively create an progress claim on their behalf. 

Things to Consider

  • Required User Permission:
    • 'Admin' on the project's Commitments tool.
      OR
    • Users with 'Standard' on the Commitments tool can only create progress claims for the most recent billing period
       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 Prime Contracts and/or Commitments tool. 
      • If you are a collaborator (for example, an invoice contact for a subcontracting company that is performing work for a general contractor managing your contract in Procore), your ability to perform invoice-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 Prime Contracts tool.
        • Your membership on the 'Private' list of a specific prime contract, purchase order, or subcontract.
        • Your designation as an 'Invoice Contact' on a prime 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:

Steps

  1. Navigate to the project's Invoicing tool. 
  2. Click the Subcontractor tab.
  3. Locate the commitment(s) that you want to invite the subcontractor to submit an progress claim for. 
    Note: If you are creating an subcontractor progress claim to release retention, you do not need to send invitation.  Instead, see Create a Subcontractor Progress Claim for the Release of Retention.
  4.  Mark the boxes for the progress claims that you want to send.
    • To select all of the progress claims, mark the checkbox at the top of the table.
    • If the 'Send Invites' button is grayed out and you are NOT permitted to send invites when one or more of the selected commitments are in the following status: 
  5. Click Send Invites.
    After sending the progress claims, the follow occurs:
    • The progress claim status for those commitments changes from 'Not Invited' to 'Invited.'
    • If the invitation is accepted, the status changes to 'Accepted'.
    • If it is rejected, the status changes to 'Declined'.
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