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To submit a subcontractor invoice in Procore, you generally need to be the commitment’s designated invoice contact, an open billing period, and a submission before that period’s due date. Accept the invitation to bill if you received one, enter the invoice details, update the Schedule of Values (SOV), attach the required backup, and save or submit. If you lack access, the invoice administrator may enter the invoice for you.
Choose the right submission route
Procore describes a subcontractor invoice as a payment request under an agreement with another contracting party. Invoices are created from the project’s Commitments tool, against a commitment and billing period. The project also needs an approved commitment before an invoice can be created. See Procore’s overview of subcontractor invoices.
| Route | Who enters the invoice | Access and timing | What to confirm |
|---|---|---|---|
| Invoice contact submits in Procore | The designated invoice contact | The contact needs the required project access and should submit before the billing period due date. | Confirm the invitation or available route, open billing period, SOV details, and required attachments. |
| Administrator enters it on the contact’s behalf | The invoice administrator, using information collected from the contact | The contact does not need project access to submit through Procore; the administrator creates the invoice in the project. | Agree how the invoice and supporting documents will be provided and confirm the billing period. |
Procore advises invoice contacts to confirm the process with the company that hired them. Some companies invite contacts to submit directly; others collect a paper or digital invoice and enter it themselves. The administrator route is also useful when external collaborators are not given project access. Details are in Procore’s instructions for creating an invoice on behalf of a contact.
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Check access and the billing period
You must be designated as an invoice contact on the commitment. Verify with the invoice administrator that the relevant commitment and billing period are ready, including the period’s due date. An invitation to bill is a reminder; not receiving one does not by itself establish that you cannot submit. Ask whether the administrator expects to enter the invoice or whether you can create one for the open period through Commitments.
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In the default General Contractor terminology, the tool is called “Invoicing.” Some US accounts using a Specialty Contractor terminology dictionary may show “Progress Billings” instead. Use the labels shown in your account; Procore’s contact tutorial is labeled Beta and the interface can vary by configuration. See Procore’s invoicing tutorials.
Enter the invoice and update the SOV
- Open the invited billing period or the relevant commitment in the project’s Commitments tool, following the path available in your account.
- On the new invoice page, enter an invoice number if available. The field may be blank, but invoice numbers must be unique on that commitment.
- Check the billing date and period start and end dates. The invoice administrator sets these dates.
- Expand commitment or change-order rows as needed and enter the applicable billing details on the SOV line items. The precise fields and behavior depend on the accounting method and project configuration, so use the controls displayed in the project.
- Attach the supporting files required by the contracting company, then save or submit using the available control.
Procore’s invoice-contact tutorial covers the entry, attachment, and save/submit workflow. Project-specific instructions determine which backup documents to include.
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Have an administrator enter the invoice
If you do not have project access, the invoice administrator can collect your paper or digital invoice outside Procore and enter it. In the project, the administrator opens Commitments, selects the relevant commitment, and chooses Create > Create Invoice. They complete the invoice sections, attach files, and save.
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That action depends on setup. Procore documents prerequisites including an Approved or Complete commitment, a designated contract company and invoice contact, approved subcontractor SOV line items, and an existing billing period. If “Create Invoice” is inactive, ask the administrator to check those conditions and the action’s tooltip. Procore’s on-behalf creation tutorial describes the workflow.
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What happens after submission
Submission is not the same as approval or execution. The invoice administrator reviews the SOV line items and can approve or reject them. If any items are rejected, correct the invoice and resubmit it for review until the line items are approved. Procore’s workflow overview describes DocuSign signatures as optional after approval; that requires the integration to be enabled and the invoice to have a supported status. It is not a standard prerequisite for submitting an invoice. See Procore’s invoice workflow overview.
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Resolve common submission problems
- No invitation: Contact the contracting company and confirm whether you should submit through the open period or send the invoice and backup to an administrator for entry.
- Past the due date: Procore directs late invoices to the invoice administrator to create on the contact’s behalf. Ask the administrator how to proceed.
- Cannot create an invoice: Confirm you are the designated invoice contact and that the commitment and billing period are set up. An administrator can verify the commitment, SOV, and permissions.
- Labels do not match: Terminology can vary by company dictionary, role, settings, and enabled features. Follow the labels in your account and ask the administrator if the path is unclear.
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