Send an 'Invite to Bill' to a Progress Claim Contact from the Progress Billings Tool

Objective

To send an 'Invite to Bill' for the current billing period to an progress claim contact from the Progress Billings tool. 

Background

Before you or a 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 invite a progress claim contact to create a new progress claim for the current 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 the progress claim as a progress claim contact, see Submit a New Progress Claim as a Progress Claim Contact.
• 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 a Subcontractor Progress Claim on Behalf of a Progress Claim Contact.

Things to Consider

• Required User Permissions:
  • To send an 'invite to bill' to a progress claim contact, 'Admin' level permissions on the project's Commitments tool

     Notes

    • Access permissions to the Invoicing & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding or Head Contracts tool. Procore tool names vary, depending on the point-of-view dictionary configured in Procore. See What tool names and terms are different in Procore for head contractors, owners and speciality contractors?
    • If you are a collaborator (for example, an progress claim contact employed by a company performing work on a project managed in Procore, your ability to perform invoice-related tasks is determined by the Procore company account holder. Settings that the account holder may choose to provide to you include:
      • A Procore User account.
      • Access permissions to the project's Commitments and/or Client Contracts, Funding or Head Contracts tool.
      • Membership on the 'Private' list of a specific contract or funding
      • Designated as an 'Invoice Contact' on the contract or funding.
• Additional Information:
  • If you do not want the progress claim contract to create progress claims in Procore, you can Create a Subcontractor Progress Claim on Behalf of a Progress Claim Contact
  • If you want to create a progress claim to release retention. See Create a Subcontractor Progress Claim for the Release of Retention.

Prerequisites

• Add a progress claim contact using one of these Procore tools:
  • Commitments. See Add Progress Claim Contacts to a Purchase Order or Subcontract. 
    OR
  • Progress Billings. See Add Progress Claim Contacts to a Purchase Order or Subcontract.
• Create Manual Billing Periods or Create Automatic Billing Periods

Steps

1. Navigate to the project's Progress Billings 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

   • To view only those progress claims where an 'Invite to Bill' has not been sent, click Add Filter. Then choose 'Invoice Status' and mark the Not Invited checkbox. 
   • If you are creating a subcontractor progress claim to release retention, you do not need to send an 'Invite to Bill.' See Create a Subcontractor Progress Claim for the Release of Retention.
4.  Mark the checkboxes that correspond to the contracts for the current billing period. 
   • 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: 
     • No Progress Claim Contacts. You must first assign a progress claim contact to the commitment. See Add Progress Claim Contacts to a Purchase Order or Subcontract.
     • SSOVs NOT Approved. The Subcontractor Schedule of Values (SSOV) must be in the  'Approved' state. See Enable or Disable the Subcontractor SOV Tab on the Commitments Tool.
     • If the commitment contract's percentage complete is 100%, you cannot send an invite to bill.

        Note

       If today's date is after the billing period's 'Due Date', you will NOT be permitted to send an email invite. 
5. 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. 

      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?

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 on Behalf of a Progress Claim Contact