Create an Owner Invoice (Legacy)

An Owner Invoice is an application for payment, typically submitted by a General Contractor (GC) or Construction Manager (CM) to an Owner to provide an itemized record of the amount due for work performed. In Procore, an owner invoice is equivalent to an accounts receivable invoice.

• Required User Permissions:

  • 'Admin' level permissions on the project's Prime Contracts tool.

     Notes

    • To view the Detail tab on an owner invoice, 'Read Only' or 'Standard' level permissions on the project's Prime Contracts tool with the 'View Owner Invoice Detail' granular permission enabled on your permission template.

    • To learn how to view contracts, see View a Prime Contract.

• Additional Information:

  • When you enter a value for an invoice that is larger than the scheduled value, the invoice is highlighted in RED.

  • You can only edit the billed amounts on the most recent invoice.

  • To learn how amounts are automatically completed by Procore on owner invoices, see How does Procore automatically fill in amounts on an upstream invoice?

• Create a prime contract. See Create Prime Contracts.

• Place the prime contract in the 'Approved' or 'Complete' status. See Approve a Prime Contract.

• Create a billing period. See Manage Billing Periods.

• Create the Invoice

• Edit the Invoice Line Items on the Detail Tab

• Add Approved Change Orders to the Invoice

• Save the Invoice

Create the Invoice

1. Navigate to the project's Prime Contracts tool.

2. Locate the contract to work with. Then click its Number link.

3. Click the Create Invoice button.

    Note

   If you've already created the invoice for current billing period, click the Invoices tab. Next, click the Edit button to open it.

4. In the 'New Invoice (Payment Application)' page, do the following:

   • Commitment Billing Period
     Select the current billing period from the drop-down list. To learn how to create a billing period, see Create Billing Periods.

   • Invoice #
     Procore automatically assigns invoice numbers in ascending numerical order, starting with one (1). The number entered in this field does NOT affect Procore's default invoice numbering scheme and you can change it as you want.

   • Period Start
     Procore automatically populates this field with the selected billing period's start date.

   • Period End
     Procore automatically populates this field with the selected billing period's end date.

   • Billing Date
     Click the calendar control and choose a billing date for the invoice.

   • Status
     Procore automatically places the invoice in the 'Draft' status. Select a different status from the drop-down list. See What are the default statuses for Procore invoices?

   • Percent Complete
     If previous invoices exist, this field shows the percentage of work completed.

   • Attachments
     Click Attach Files or drag-and-drop any files to associated with the invoice in the attachments area.

5. Click the Create button.

6. In the Do You Want to Pre-Fill the Owner Invoice? message, review the list of items that Procore will add to the invoice and compile an invoice backup from. Choose one (1) of these options to proceed:

   • Cancel. Click this button to cancel invoice creation.

   • No Thanks. Click this button if you want to manually perform the data entry on the invoice.

   • Yes. Click this button to allow Procore to automatically complete the invoice amounts as described in How does Procore automatically complete amounts on an upstream invoice?

7. After Procore creates the invoice, you can preview it as follows:

   • Scroll to the Summary Preview area.

      Tip

     How does Procore calculate the 'Current Amount Due' value? To learn more, see How does Procore calculate an invoice's 'Current Payment Due' amount?

   • Ensure the invoice appears as expected.

Edit the Invoice Line Items on the Detail Tab

If your Procore user account has been granted the required user permissions for viewing the Detail tab, you can update the invoice line items:

1. Click the Detail tab.

2. Click the Edit button.
   

3. Enter data only in the YELLOW boxes:
   

   • Work Completed: This Period
     If you confirmed the option to automatically complete the owner invoice's amounts. See How does Procore automatically complete amounts on an upstream invoice?, the values from the 'Work Completed: This Period' column from any related subcontractor invoices and any direct costs amounts are included in this column.

   • Materials Presently Stored
     If you confirmed the option to automatically complete the owner invoice's amounts. See How does Procore automatically complete amounts on an upstream invoice?, the values from the 'Materials Presently Stored' column in any related subcontractor invoices are included in this column.

   • Work Retainage Retained this Period
     Enter a percentage or dollar amount for work retainage retained this period. You can also set retainage on all line items by entering a value into the right sidebar and clicking Set.

   • Materials Retainage Retained this Period
     Enter a percentage or dollar amount for materials retainage retained this period. You can also set retainage on all line items by entering a value into the right sidebar and clicking Set.

   • Work Retainage $ Released This Period
     Enter a dollar amount of work retainage released this period.

4. Scroll to the bottom of the invoice and continue with the next step.

Add Approved Change Orders to the Invoice

If a change order is in the 'Approved' status and has line items that impact an invoice, the system lists the change order in the 'Approved Prime Contract Change Orders to Add to this Owner Invoice' table. If you want to add the change order to the invoice now, follow these steps:

1. Scroll to the bottom of the invoice's Detail tab.

2. Review the change order number, title, and amount.

3. Optional: In the Add to Owner Invoice As column, click the Add to Invoice button.
   A GREEN banner confirms the invoice was added successfully.

4. Continue with the next step.

Save the Invoice

To save your changes, click Save.