Compile Subcontractor Invoice Backups with the Invoicing Tool

Using Owner or Specialty Contractor Terminology?

Procore can be configured to use terminology specific to General Contractors, Owners, or Specialty Contractors. 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.

      Main Contractors
      English (United States) - Default

      Owners
      English (Owner Terminology V2)

      Speciality Contractors
      English (Speciality Contractor Terminology)

      Payment applications

      Payment applications

      Progress Billings

      Owner

      Funding

      Owner

      Owner/Client

      Owner/Client

      MC/Client

      Main Contract Variation

      Funding Variation

      Client Contract Variation

      Main Contracts

      Funding

      Client Contracts

      Revenue

      Funding

      Revenue

      Subcontract

      Contract

      Subcontract

      Subcontractor

      Contractor

      Subcontractor

      Subcontractor Bill of Quantities (SBOQ)

      Contractor Bill of Quantities (CBOQ)

      Subcontractor Bill of Quantities (SBOQ)

      About These Dictionaries

      • Default Setting: The 'General Contractor' dictionary is enabled by default for all accounts.

      • Availability: These alternate dictionaries in italics are available in US English only.

      How to Switch Your Dictionary

      To change your company's terminology to the Owner or Specialty Contractor dictionary, contact your company's . They will work with your Procore Point of Contact to make the change.

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

    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

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.

See Also

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