Best Practices for Creating an Owner Invoice Workflow (Beta)

 In Beta

This page details the modernized owner invoice experience.

 In Beta

This page details functionality that is not available in Procore's production environment. Access to the features documented here is limited to specific Procore customers who have signed the required agreement to participate in Procore's Company level Workflows Tool Beta Program. The content on this page is for informational purposes only and all information and content on this page is subject to change without any prior notice. To learn more, see About the Workflows Beta Program.

Owner Invoice + Workflows

When Procore customers enable the Company level Workflows tool, an authorized team member can create a custom workflow template to approve/reject your owner invoices. Your company can create any number of Owner Invoice workflow templates. However, only one can be assigned to a project.

1. Create and Configure Your Templates

Who will be your company's Workflow Manager and who must complete the workflow steps?

How do you manage end-user permissions for Owner Invoices + Workflows?

How do you create an Owner Invoice Workflow Template?

How do you configure the Owner Invoice Workflow Template?

An Owner Invoice Workflow always requires a Workflow Manager. Workflows also require assignees to submit responses to the steps. It helps to sketch out your desired workflow and participants before you get started. Ready to learn more? See Plan a Custom Workflow Template. You can also review our Example Owner Invoice Workflow.

Next, Create a Project Permissions Template for Prime Contracts and Assign the Project Permissions Template to each participant.

Use the Company level Workflows tool to Create a Custom Workflow Template for Owner Invoices. You can create multiple templates, but can only assign one (1) to be the default Owner Invoice workflow. Ready to learn more? Review the Example Owner Invoice Workflow for recommended steps. You can also review the Self-Serve Workflow User Guide.

Next, Configure a Custom Workflow Template on a Project This is where you add your company's Workflow Manager and assignees to the steps in your custom Owner Invoice workflow.

2. Start Using Your Owner Invoice Workflow

How do you start the Owner Invoice workflow?

Need to submit an approve/reject response to a workflow?

Need to start, restart, or return to a previous step in a workflow?

A user first follows the steps in Create Owner Invoices. When you are ready to start the workflow, see Approve Owner Invoices.

If you are assigned to review an owner invoice, you must submit a response before the due date. See Respond to a Custom Workflow.

If you are the designated Workflow Manager for your company's Owner Invoice workflow, learn how to Start a Custom Workflow, Restart a Custom Workflow, or Return a Workflow to a Previous Step. You can also Add Additional Assignees when the existing assignees are unavailable.

Example Owner Invoice Workflow

This is an example of an Owner Invoice workflow that you can start when you're ready to send your owner invoice through the workflow for approval. You can use this example to create your company's Owner Invoice Workflow or you can create your own custom workflow to suit your specific business needs. For step-by-step instructions, see Create a Custom Workflow Template.

Example

example-owner-invoice-workflow.png

This table shows you the workflow steps and step details for the example workflow. You can customize the steps and details as needed. To learn more, see What are the different types of steps in a custom workflow?

Step Name

Step Details

What does it do?

> $50,000

  • Step Name: >$50,000

  • Type: Condition Step

    • When: Amount is Greater Than $50,000.00

  • Then: Exec Approval

  • Otherwise: Approved

When an invoice amount is greater than $50,000.00 and the Draft is ready to send to the Assignee (Exec) for approval, the user clicks the Start Workflow button. This places the invoice into the Under Review status and sends an email to the Assignee (Exec), Workflow Manager, & Item Creator. To learn more about condition steps, see What are the different types of steps in a custom workflow?

Exec Approval

  • Step Name: Exec Approval

  • Type: Response Step

  • Item Status: Under Review

  • Assignee Role: Company Executive

  • Send Emails to Assignees and: Workflow Manager & Item Creator

  • Days to Complete: 5 Calendar Days

  • Responses:

    • If the response is Reject, go to the Rejected step.

    • If the response is Approve, go to the Approved step.

When the Assignee approves an invoice, the invoice is moved to the Approved step. If the Assignee rejects the invoice, it is moved back to the first step until the reason for rejecting the invoice is resolved and the workflow. Once resolved, the user clicks the Start Workflow button to restart it.

Approved

  • Step Name: Approved

  • Step Type: End Step (Successful)

  • Item Status: Approved

  • Send Emails to Assignees and: Workflow Manager & Item Creator

When the Executive approval is received, an 'Approve' response updates the invoice's status to Approved. Emails are sent to the Assignees (Exec), Workflow Manager, and Item Creator.

See Also

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