Compile Subcontractor Invoice Backups with the Invoicing Tool

Beta icon For Procore Customers in the United States

flag-us.png When your company applies the 'Owners English' or 'Specialty Contractors English' point-of-view dictionary, you'll see different tool names and term changes in the user interface. Learn how to apply the dictionary options.

  • To learn the differences: Show/Hide

    • This table shows the differences in tool names (bold) and terms across the point-of-view dictionaries for Project Financials. These dictionaries are available in US English only. The default dictionary is designed for general contractors, which means that you will need to work with your Procore Administrator at your company and your Procore point of contact to access the other dictionary options.

      General Contractors English (United States) - Default

      Owners English (Owner Terminology V2)

      Specialty Contractors English (Specialty Contractor Terminology)

      Invoicing

      Invoicing

      Progress Billings

      Owner

      Funding

      Owner

      Owner/Client

      Owner/Client

      GC/Client

      Prime Contract Change Order

      Funding Change Order

      Client Contract Change Order

      Prime Contracts

      Funding

      Client Contracts

      Revenue

      Funding

      Revenue

      Subcontract

      Contract

      Subcontract

      Subcontractor

      Contractor

      Subcontractor

      Subcontractor Schedule of Values (SSOV)

      Contractor Schedule of Values (CSOV)

      Subcontractor Schedule of Values (SSOV)

Objective

To compile a subcontractor invoice backup as an invoice administrator.

Background

An invoice backup generates a PDF copy of a contract's subcontractor invoices and includes them in the backup file as PDF attachments. Users can compile backups in bulk, saving time and eliminating the need to export multiple invoices and manually combine files. Backups can only be compiled from the Subcontractor tab of the Invoicing tool.

Things to Consider

  • Required User Permissions

    • With the Procore + DocuSign© integration, Procore includes the signed DocuSign© invoice once the signature workflow is complete.

Prerequisites

Steps

  1. Navigate to the project's Invoicing tool.

  2. Click the Subcontractor tab.

  3. Mark the checkboxes for the contracts for which you want to compile invoice backup.

    Note icon Note

    For a successful compile, place all of the contract's previously invoiced billing periods into the Closed status. See Edit Billing Periods. Never delete billing period if its linked to an invoice.

  4. Click Compile Invoice Backups.
    compile-invoice-backups.png

For payors using Procore Pay, click here for additional steps.

In the Compile window that appears for Procore Pay, mark a check box to include the item. Remove a mark to exclude it.

  1. Click Compile.

Example iconExample

This is an example of the email with the downloadable file link. For ease of identification, Proocore names the file: Subcontractor invoice backup - [project name] - [project number] - [date] - [time].pdf

sub-invoice-backup-notification.png

When compiling the PDF to include in a backup, Procore organizes invoices by 'Contract #' in ascending order, and applies the 'Invoice Position' number as the secondary sort order. This ensures invoices are clearly presented in logical order in the backup file.