(Beta) Review a Subcontractor Invoice as an Admin from the Progress Billings Tool

Objective

Background

Things to Consider

• Required User Permissions:
  • To review a subcontractor invoice as an admin from the Invoicing tool, 'Admin' level permissions on the project's Commitments tool. 
• Additional Information:
  • Invoice administrators can review line items on any invoice and are NOT limited to reviewing only most recent invoice. However, it is important to keep in mind that rejecting a line item will NOT change the value of the invoice. 
  • To learn how to review a project invoice using the project's Commitments tool, see Review Subcontractor Invoices as an Administrator.

Prerequisites

• Create an Invoice on Behalf of an Invoice Contact or (Beta) Create a Subcontractor Invoice on Behalf of an Invoice Contact
  OR
• Submit a New Invoice as an Invoice Contact

Steps

1. Navigate to one of the project's Progress Billings tool. 
2. Click the Subcontractor tab. 
3. Locate the invoice to review. Then click its Invoice # link. 
4. Scroll down to the Schedule of Values card. 
5. Click the Edit button on the card. 
6. In the Line Item Approval column, approve or reject each line item on the invoice as follows:

    Notes

   As you review each line item, keep in mind:

   • Invoice administrators can review line items on any invoice and are NOT limited to reviewing only most recent invoice. However, it is important to keep in mind that rejecting a line item will NOT change the value of the invoice. 
   • If you have enabled the Enable Subcontractor Proposed Amounts option in Commitment Settings, the 'Proposed Amount' column appears. To learn more, see Create a Payment Schedule.
   • The 'Proposed Amount' column can reflect what an invoice contact submitted, a user with 'Admin' level permissions can adjust the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts.
   • To learn more about the Schedule of Values in a subcontractor invoice, see Create an Invoice on Behalf of an Invoice Contact.
   • To approve a line item, click the GREY checkmark to approve it. A GREEN checkmark indicates you have approved the line item.
      
   • To reject a line item:
     
     1. Click the GREY 'x' to reject it. A RED 'x' indicates you have rejected the line item. 
        This opens the Reason (Optional) box. 
     2. Enter a reason in the Reason (Optional) box.
     3. Click Add.

         Important

        • Comments entered in the 'Reason (Optional)' box are NOT included in the automated email sent to the invoice contact. However, you can export a PDF that includes a 'Reasons for Difference' table that shows the comments as entered. See Export a Subcontractor Invoice.
7. Click Save. 
8. Scroll up to the General Information card.
9. Click the Edit button. 
10. Change the status of the invoice as needed:
    • If you reject any of the line items, Procore recommends setting the status of the invoice to 'Revise and Resubmit'. 
    • If you approved all of the line items, Procore recommends setting the status to 'Approved', 'Approved as Noted', or 'Pending Owner Approval' (depending on your situation). 

See Also

• (Beta) Create a Subcontractor Invoice on Behalf of an Invoice Contact
• (Beta) Submit a New Invoice as an Invoice Contact
• Create a Payment Schedule