How to Submit an Invoice in Procore

Understanding Procore Invoice Management

In the construction industry, timely payments are essential for project success. Procore Invoice Management streamlines your invoicing process, reducing manual errors while accelerating the review process between subcontractors and general contractors. The platform offers comprehensive tools that help maintain better financial control while minimizing paperwork headaches.

Invoice management in Procore follows a structured approach designed with specific roles and permissions. Only designated users can create, update, and submit invoices, ensuring proper oversight throughout the billing cycle. This role-based system maintains data integrity and creates clear accountability for all financial transactions.

The platform connects your invoices directly to project commitments, creating a seamless financial tracking system. This integration ensures that all billing information—including approved change orders, schedule of values, and supporting documentation—remains consistent and accessible to authorized stakeholders. When properly utilized, this system transforms what was once a cumbersome paper process into an efficient digital workflow.

The Invoice Submission Process Explained

Before diving into specific steps, understanding the overall process helps provide context for each action you'll take. The invoice submission workflow typically begins when an invoice administrator creates a new billing period and sends invitations to subcontractors.

These invitations establish critical deadlines and parameters for your invoice submission. Each billing period has specific start and end dates that define the timeframe for which work can be billed. Adhering to these dates ensures your invoice aligns with the project's financial schedule and helps prevent payment delays.

The system guides you through essential data entry points, ensuring you provide all necessary information in a standardized format. This structured approach not only simplifies your work but also facilitates faster review and approval by the general contractor. When everyone follows the same process, communication improves and payment cycles typically accelerate.

Procore's collaborative features allow for transparent communication between all stakeholders throughout the invoicing process. This transparency helps resolve questions or discrepancies quickly, further streamlining the payment process. With everyone working from the same platform, miscommunications that often plague construction billing become far less common.

Accepting Your Invite to Bill

For most subcontractors, the invoicing process begins when you receive an email invitation from the invoice administrator. This email typically has a subject line reading "Project Name: User Name has invited you to bill" and contains important information about the current billing period.

When you receive this invitation, you have two response options that determine your next steps. Selecting "Yes, I Want to Bill" indicates your intention to submit an invoice for the current period and directs you to the invoice creation screen. Alternatively, choosing "No, I'm Not Submitting an Invoice" declines the invitation, which might be appropriate if no billable work was performed during that period.

Don't worry if you can't locate your invitation email. As long as you have sufficient access permissions in the project's Commitments tool, you can still create a new invoice during an open billing period. This flexibility ensures you can submit your invoice even if there are communication hiccups along the way.

Creating Your Invoice Number

Once you've accessed the invoice creation screen, one of your first tasks involves entering an invoice number that aligns with your internal tracking system. This field provides flexibility to match your company's existing numbering conventions, helping maintain consistency between Procore and your accounting software.

The invoice number field accepts free-form text, allowing you to use any alphanumeric combination that makes sense for your record-keeping. While this field is technically optional for saving draft invoices, providing a unique reference number helps prevent confusion during the review process. Remember that duplicate invoice numbers within the same commitment aren't permitted, so each submission needs a unique identifier.

For companies that use automated numbering systems, you might choose to leave this field blank initially. Your accounting system can generate the official invoice number later, which you can then add before final submission. This approach maintains alignment between your internal systems and the Procore platform.

Verifying Billing Period Information

Before proceeding further, take a moment to verify the billing period information that appears on your invoice form. These dates establish the timeframe for which you're submitting charges and must align with your actual work schedule.

The billing date indicates when your invoice is due for submission, while the period start and end dates define the specific timeframe covered by this invoice. Confirming these dates helps ensure your invoice matches the project's financial schedule and prevents potential payment delays. Inaccurate dates might result in your invoice being returned for revision, extending the payment timeline unnecessarily.

Any discrepancies in these dates should be addressed immediately with the invoice administrator. Correcting date issues early in the process prevents complications during review and approval. Clear communication about billing periods helps maintain smooth financial operations throughout the project lifecycle.

Updating Your Schedule of Values

The Schedule of Values (SOV) forms the backbone of your invoice by breaking down costs according to specific work elements. This detailed breakdown helps the reviewing party understand exactly what they're paying for and how it relates to project progress.

Procore supports two different accounting methods for updating your SOV, depending on how the invoice administrator configured the commitment:

• Amount-Based Method: This approach allows you to enter either percentages or direct dollar amounts for completed work. When entering percentages, Procore automatically calculates the corresponding dollar values.

• Unit/Quantity-Based Method: With this approach, you can enter either the percentage complete or the actual quantities of work completed. The system then calculates the corresponding values based on your unit prices.

Accuracy in your SOV updates directly impacts payment amounts and timing. Take time to carefully review each line item before submission, ensuring the values accurately reflect completed work. This attention to detail helps prevent payment disputes and demonstrates your professionalism to the general contractor.

Handling Materials and Storage

When updating your SOV, you might need to account for materials that have been purchased but not yet installed. The "Materials Presently Stored" column allows you to bill for these items separately from installed work.

Materials stored on-site or in approved off-site locations often represent significant costs that impact your cash flow. Properly documenting these materials in your invoice ensures you receive appropriate compensation for these expenses. Be prepared to provide supporting documentation for stored materials, such as delivery receipts or storage location information.

The values entered for stored materials remain in a fixed column that carries forward to future invoices. As these materials get installed, you'll reduce the stored materials value and increase the corresponding work completion percentage. This tracking mechanism ensures materials are only paid for once, regardless of when they're installed.

Managing Approved Change Orders

Construction projects frequently involve scope changes that affect your contract value. Procore's invoice form includes a dedicated section for "Approved Commitment Change Orders" that must be updated with each submission.

For each approved change order, you'll need to enter either a percentage complete or a dollar amount, depending on your project's configuration. Only formally approved change orders appear in this section, preventing accidental billing for unapproved work. This systematic approach ensures all parties maintain a clear understanding of what additional work has been authorized and completed.

Properly documenting change order progress is crucial for maintaining accurate financial records. These modifications directly impact your contract value and payment amounts. Taking time to verify that all approved changes are correctly reflected in your invoice helps prevent payment discrepancies and potential disputes later in the project.

Attaching Supporting Documentation

Comprehensive documentation strengthens your invoice submission and accelerates the approval process. Most projects require specific attachments that validate your billing amounts and comply with contractual requirements.

The types of documentation you might need to attach include:

• Lien waivers protecting the owner from potential claims
• Signed copies of your invoice on company letterhead
• Progress photos demonstrating completed work
• Material delivery receipts for stored materials
• Certified payroll reports for labor charges

Procore makes attaching these documents straightforward through its user-friendly interface. You can either click the "Attach Files" button to browse for documents or simply drag and drop files into the designated area. The system accepts multiple file formats, allowing you to include all necessary supporting materials in a single submission.

When using Procore Pay, additional functionality enables you to preview and electronically sign lien waivers directly within the platform. This integrated approach eliminates the need to download, sign, and re-upload these critical documents. The streamlined process saves time while ensuring all legal requirements are properly addressed.

Finalizing Your Invoice Submission

After completing all required information and attaching supporting documentation, you must decide whether to save your work as a draft or submit it for review. This decision depends on your confidence in the invoice's completeness and accuracy.

The "Save" option creates a draft that you can return to later for additional edits or updates. This status is ideal when you're waiting for additional information or need internal approvals before submission. Draft invoices remain fully editable and aren't visible to the review team until formally submitted.

When you're confident that your invoice is complete and accurate, clicking "Send" submits it for review. This action changes the invoice status to "Under Review" and typically prevents further edits unless the reviewer requests revisions. Ensuring your submission is thorough and accurate before clicking "Send" helps prevent delays caused by revision requests.

Leveraging Procore Pay Features

For projects in the United States, Procore Pay offers enhanced functionality that further streamlines the invoicing process. This integrated payment solution connects invoice submission directly to payment processing, creating a more efficient financial workflow.

Procore Pay provides specialized tools for managing lien waivers, a critical component of construction payments. The system can automatically generate appropriate waiver forms based on your invoice details, which you can then preview and electronically sign without leaving the platform. This integration eliminates the manual handling of these important legal documents.

The system also sends automated email reminders about upcoming invoice due dates, helping you stay on schedule with your submissions. These gentle nudges ensure you never miss a billing opportunity due to oversight or busy schedules. The proactive communication helps maintain consistent cash flow throughout your project involvement.

Best Practices for Invoice Submission

Developing consistent habits around invoice submission helps streamline your process and minimize errors. Taking a methodical approach to each invoice ensures nothing gets overlooked in your rush to meet deadlines.

Before submitting any invoice, double-check all entered data for accuracy and completeness. Pay particular attention to invoice numbers, billing dates, and SOV values, as errors in these areas commonly cause processing delays. This verification step takes just a few minutes but can save days of back-and-forth corrections later.

Always save copies of your completed invoices and supporting documentation for your records. These archives provide valuable reference material if questions arise during the review process. Having immediate access to your submission details helps you respond quickly to any inquiries, further accelerating the approval process.

Maintain open communication with your invoice administrator throughout the billing cycle. If you encounter any questions or issues during the submission process, reaching out proactively helps resolve problems before they impact payment timing. This collaborative approach builds stronger working relationships while ensuring smoother financial operations.

Troubleshooting Common Invoice Issues

Despite careful preparation, you might occasionally encounter challenges when submitting invoices in Procore. Understanding common issues and their solutions helps you navigate these situations efficiently.

If you can't locate your "Invite to Bill" email, don't panic. You can still create a new invoice for any open billing period directly through the Commitments tool. Navigate to the appropriate project, select the Commitments tool, and look for options to create a new invoice. This alternative path provides the same functionality as following the email invitation.

When you receive an error about duplicate invoice numbers, you'll need to update your reference to ensure uniqueness within that commitment. Each invoice submitted against a specific commitment must have a distinct invoice number to maintain clear financial records. Simply modify your invoice number to resolve this issue and proceed with your submission.

If you notice calculation errors in your Schedule of Values, carefully review your entries for accuracy. Small input errors can sometimes cause larger discrepancies in calculated values. Double-check percentages, quantities, and dollar amounts to ensure they accurately reflect your completed work. Making these corrections before submission prevents rejection during the review process.

Maximizing Procore's Invoice Benefits

Using Procore for invoice management offers numerous advantages beyond basic submission capabilities. Understanding these benefits helps you leverage the platform more effectively for your financial operations.

The system's automated calculations significantly reduce human error in your invoicing process. Rather than manually computing percentages and dollar amounts for each line item, Procore handles these calculations automatically based on your inputs. This automation not only saves time but also improves accuracy across all your billing documents.

The centralized nature of Procore creates unprecedented transparency in the billing process. All stakeholders can access the same information, track changes, and monitor approval status in real-time. This visibility eliminates the information gaps that often cause payment delays in construction projects.

Digital documentation storage eliminates the need for paper-based record-keeping, reducing administrative burden while improving accessibility. All your invoices and supporting documents remain securely stored in the cloud, available whenever needed for reference or audit purposes. This digital approach saves physical storage space while making information retrieval nearly instantaneous.

Streamlining Your Invoice Workflow

Developing an efficient workflow for invoice preparation and submission helps maximize your productivity while ensuring accuracy. A systematic approach reduces stress and minimizes the risk of errors or omissions.

Begin gathering necessary information well before the billing period ends to avoid last-minute rushes. Collect progress data, supporting documentation, and change order details throughout the month rather than scrambling at submission time. This proactive approach gives you ample time to address any questions or discrepancies before deadlines approach.

Consider assigning specific team members to handle different aspects of the invoicing process based on their expertise. Someone familiar with field operations might update work completion percentages, while an administrative team member handles document attachments and final submission. This division of responsibilities creates efficiency through specialization.

Establish internal review procedures before submitting invoices to the general contractor. Having a second set of eyes check your work helps catch potential issues before they reach the formal review process. This quality control step might seem time-consuming initially but ultimately saves time by reducing revision requests.

Master Procore Invoicing for Faster Payments

Mastering Procore's invoice submission process directly impacts your company's cash flow and financial health. The skills and knowledge outlined in this guide provide a foundation for more efficient billing practices throughout your construction projects.

Remember that consistency is key to successful invoice management. Following the same structured approach for each submission creates reliability that both your team and the reviewing parties appreciate. This predictability helps establish your company as a professional, organized partner that's easy to work with.

Take advantage of Procore's training resources to continue developing your invoicing expertise. The platform offers courses, help documents, and support services specifically focused on invoice management. These resources help you stay current with new features and best practices as the system evolves.

By implementing these strategies and leveraging Procore's powerful tools, you'll transform your invoicing process from a necessary administrative burden into a streamlined operation that supports your business goals. Efficient invoicing leads to faster payments, improved cash flow, and ultimately, greater project success.

Take Control of Your Construction Payments Today

The journey to mastering Procore invoice submission might seem challenging at first, but the benefits make it worthwhile. By following the detailed steps and best practices outlined in this guide, you'll develop confidence in your ability to navigate the system effectively.

Remember that each invoice represents more than just a payment request—it's a communication tool that demonstrates your professionalism and attention to detail. Taking time to ensure accuracy and completeness in every submission helps build stronger relationships with general contractors and project owners. These relationships often lead to repeat business opportunities and positive references that help grow your company.

As you become more familiar with Procore's invoicing features, continue exploring additional functionality that might benefit your specific workflow. The platform regularly updates its capabilities based on user feedback and industry trends. Staying curious about these enhancements helps you maintain efficiency and competitive advantage in an increasingly digital construction landscape. With practice and persistence, you'll soon find that what once seemed complicated has become second nature—allowing you to focus more energy on building great projects and less on administrative paperwork.