To submit a subcontractor invoice in Procore, you generally need to be the designated invoice contact on an approved commitment, an open billing period, and a submission before that period’s due date. Accept the invitation if you receive one, enter invoice details, update the Schedule of Values (SOV), attach required documents, then save or submit. If you do not have access, the invoice administrator may enter the invoice for you.
Choose the right submission route
Procore’s subcontractor invoice is a request for payment under an agreement with another contracting party. Invoices originate in the project’s Commitments tool, and the contracting party determines whether you submit in Procore or provide an invoice for its administrator to enter. Procore recommends confirming the required process with that party. See Procore’s overview of subcontractor invoices.
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| Route | Who enters the invoice | Access and timing |
|---|---|---|
| Invoice contact submits in Procore | The designated invoice contact enters invoice details, SOV amounts, and attachments. | The contact needs the required designation and project access, and should submit before the billing period due date. |
| Administrator submits on the contact’s behalf | The invoice administrator enters the invoice using information collected from the contact. | The contact does not need external project access for this route; provide the invoice and supporting documents in the format the contracting party requests. |
Procore explains that a company can collect digital or paper invoices outside the platform when it does not want external collaborators to access the project. The administrator then creates the invoice in Procore. Details and prerequisites are in Create a Subcontractor Invoice on Behalf of an Invoice Contact.
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- The project needs a commitment to bill against.
- The commitment must be Approved before an invoice can be created through the standard contact workflow.
- An open billing period must exist, with its dates and due date set by the invoice administrator.
- You must be designated as an invoice contact on the commitment to submit through the contact route.
Confirm these items with the invoice administrator if the commitment or billing period is missing or you cannot access it. Procore’s invoice overview describes the commitment and billing-period basis for invoicing.
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Submit as the invoice contact
- Open the invitation or commitment. If invited to bill, use the invitation to reach the invoice workflow. If you did not receive one, ask the contracting party whether it expects to submit for you or whether you can create an invoice for the open period through Commitments.
- Review the invoice period. Check the billing date and period start and end dates on the new invoice page. The invoice administrator sets these dates; contact them if they do not match the period you were told to bill.
- Enter the invoice number. Procore allows this field to be blank, but any invoice number used on the same commitment must be unique.
- Update the Schedule of Values. Expand the commitment or change-order rows as needed and enter the billing details for the applicable line items. The exact controls depend on the project’s accounting method and configuration, so use the fields displayed in your account.
- Add supporting files. Attach the backup documents required by the contracting party.
- Save or submit. Complete the available save or submit action before the open billing period’s due date. Procore’s invoice-contact tutorial walks through these steps.
Have the administrator create the invoice for you
If the contracting party collects invoices outside Procore, its administrator can enter yours from the project’s Commitments tool. The documented path is Commitments > relevant commitment > Create > Create Invoice. The administrator fills out the invoice sections, attaches files, and saves it.
For this action to be available, the documented prerequisites include an Approved or Complete commitment, a designated contract company and invoice contact, approved subcontractor SOV line items, and an existing billing period. If Create Invoice is inactive, the administrator should inspect its tooltip and confirm those setup requirements. Procore Pay-related fields may appear in some configurations; they are not a general requirement for submitting an invoice.
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What happens after submission
Submission is not the same as approval or execution. The invoice administrator reviews the SOV line items and may approve or reject them. If any lines are rejected, they can be corrected and resubmitted until all line items are approved. Procore describes DocuSign signatures as optional after approval; availability depends on an enabled integration and a supported invoice status. See the invoice workflow overview.
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No invitation arrived
An invitation is a reminder, not the only possible route for a designated invoice contact. Ask the contracting party whether you should create an invoice for the open period or send your invoice outside Procore so an administrator can enter it.
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You cannot create an invoice
Check that you are the invoice contact, the commitment is approved, and a billing period is open. If the administrator is creating it for you, they should also verify the contract company, approved SOV line items, and billing-period setup.
The billing period has passed its due date
Contact the invoice administrator. Procore directs late submissions to the administrator-created, on-behalf workflow rather than the contact’s standard submission route.
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The labels do not match these instructions
Terminology can vary by company dictionary and account configuration. General Contractor terminology commonly uses “Invoicing,” while a Specialty Contractor dictionary may use “Progress Billings.” Follow the labels in your account and confirm the workflow with the administrator. Some supporting Procore documentation is labeled Beta, so interface details may differ by role, settings, or enabled features.
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