Compile Subcontractor Invoice Backups with the Invoicing Tool

When your company applies the 'Owners English' or 'Specialty Contractors English' point-of-view dictionary, you'll see different tool names and term changes in the user interface. 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. These dictionaries are available in US English only. The default dictionary is designed for general contractors, which means that you will need to work with your Procore Administrator at your company and your Procore point of contact to access the other dictionary options.

General Contractors English (United States) - Default	Owners English (Owner Terminology V2)	Specialty Contractors English (Specialty Contractor Terminology)
Invoicing	Invoicing	Progress Billings
Owner	Funding	Owner
Owner/Client	Owner/Client	GC/Client
Prime Contract Change Order	Funding Change Order	Client Contract Change Order
Prime Contracts	Funding	Client Contracts
Revenue	Funding	Revenue
Subcontract	Contract	Subcontract
Subcontractor	Contractor	Subcontractor
Subcontractor Schedule of Values (SSOV)	Contractor Schedule of Values (CSOV)	Subcontractor Schedule of Values (SSOV)

Objective

To compile a subcontractor invoice backup as an invoice administrator.

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

  • Create a Subcontractor Invoice
  • Place all previously invoiced billing periods for the contract(s) the Closed status. See Edit Billing Periods. Never delete a billing period if its linked to an invoice.

  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.

  

• Click Compile Invoice Backups.
  

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.

• All. The files attached to the Attachments card of the invoice.
• Cover Sheet. A cover sheet for the backup file.
• Attachments. The files added to the Attachments card of the invoices.
• First-Tier Waivers. The Conditional and/or Unconditional first-tier lien waivers. If you don't see this option, enable first-tier lien waivers on the project. See Enable Lien Waivers & Set Default Templates on Projects.
• Sub-Tier Waivers. The lien waivers added for any sub-tier subcontractors. If you don't see this option, enable sub-tier waivers on the project. See Enable Sub-Tier Waivers on Subcontractor Invoices as an Invoice Administrator.






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



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