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Create Automatic Billing Periods in the Progress Billings Tool

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Objective

To create automatic billing periods for a project's subcontractor invoices. 

Background

Examples

Common billing periods include:

  • Monthly
    Examples of common monthly billing periods are below:
    • Starts on the 1st day of a month and ends on the 30th of the same month.
    • Starts on the 15th of one month and ends on the 14th of the following month. 
  • Weekly 
    Examples of common weekly billing periods are below:
    • Starts on Sunday of this week and ends on Saturday of this week.

Things to Consider

  • Required User Permissions
    Additional Information: 
    • When you create a new billing period Procore automatically sets:
      • The new billing period's status to Open.
      • The previous billing period's status to Closed.
      • There can only be one (1) billing period in the Open status at any given time.
    • You can only create billing periods in the Project level Invoicing tool.
      • You cannot create or manage billing periods at the Company level.
    • These Invoice Management features rely on billing periods:

 

Steps

  1. Navigate to the Project level Invoicing tool. 
  2. Optional: Click the Billing Periods tab. 
  3. Click Create Billing Period.

    start-new-billing-period.png
  4. In the 'Set Up Billing Period' prompt, the Manual tab is active by default. 
     Tip
    Tired of setting new dates every time you create a manual billing period? An invoice administrator can configure default billing period dates to preset the dates in the From, To, and Due Date fields of the 'Set Up Billing Period' prompt. See Configure Settings: Invoicing. If you don't complete this configuration, no preset dates show. Instead, you will see: mm/dd/yyyy
    set-up-billing-period-manual.png
  5. In the Manual tab, accept the default billing period date or choose another date to: 
    • From. Set the start date for the new billing period.
       Note
      When creating an invoice when this billing period is Open, the 'From' date automatically populates the 'Period Start' field on the new invoice.
    • To. Set the end date for the new billing period.
       Note
      When creating an invoice when this billing period is Open, the 'To' date automatically populates the 'Period End' field on the new invoice.
    • Due Date. Set the due date for new invoice submissions during the new billing period.
       Notes
      • When creating an invoice when this billing period is Open, the date in the 'Due Date' field populates the 'Period Start' field on the new invoice.
      • Once the 'Due Date' passes for an Open billing period, be aware that:
        • Invoice contacts can no longer create or submit an invoice. In addition, invoice contacts can only edit a subcontractor invoice if an invoice administrator places it into the Draft or Revise & Resubmit status. 
        • Only invoice administrators retain the ability to Create a Subcontractor Invoice. 
  6. Click Create.
    Procore creates the new billing period and sets its status to Open. Procore also automatically sets the previous billing period to Closed.