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Procore

Create an Invoice Report in Portfolio Financials and Capital Planning

 Note
The information in this tutorial applies to accounts with the Portfolio Financials product in Procore. Reach out to your Procore point of contact for more information. 

Objective

To create an invoice report in Portfolio Financials and Capital Planning.

Background

Invoice Reporting allows you to report on invoices submitted vendors in any project. This is useful if you want to know much you were invoiced in a given month, or if you want to see which invoices from the last month are still pending approval.

Things to Consider

  • Required User Permissions:
    • 'Full Access' to the project or higher.
      Note: Users with 'Full Access' permissions can only create invoice reports for the projects they have access to.

Steps

  1. From the Dashboard, click the Reporting tab.
    Note: The Reporting tool automatically opens the Custom Reports tab. 
  2. Click the Report By drop-down menu and select Invoice.

    report-by-invoice.png
     
  3. Click the filters   icon to expand the Filters panel.
  4. Click Columns.
    This is is where you will select the specific data points that you want to include in your report (see example below).
    column-names.png
    • To select columns:
      1. Click a section to see the options.
      2. Mark the checkboxes next to the columns you want to include in your report.
  5. Click Groupings to expand the section for different grouping options. Groupings help to create a visual distinction between sections, and can be used to calculate subtotals by group. The image below shows Contract Name and Invoice Status as groupings.invoice-groupings.png
    • To select or manage groupings:
      1. Select a data point from the drop-down menu to group by.
      2. The following options are available:
        • To add a grouping, click the plus  icon next to 'Add Another Grouping'.
          Note: You can have up to three groupings on a report. 
        • To delete a grouping, click the remove  icon next to the grouping.
        • To reorder groupings, click the reorder grip  icon and drag a grouping to another location. 
        • To show sub totals for a grouping, click the Sub Total toggle to the ON  position.
          OR
          To hide sub totals for a grouping, click the Sub Total toggle to the OFF  position.
  6. To continue refining your report, scroll down to Refine.
    For example, you can choose to report only on invoices that are pending approval, or report only on invoices submitted in a certain month.
    invoice-refine-by.png
    • To refine the report:
      1. Click a section under Refine to see the options.
      2. Mark the checkboxes next to the filters you want to refine the report by.
         Tip
        If you have an integration set up for your Portfolio Financials and Capital Planning account and send invoices to Accounts Payable, you can refine your report to show invoices that have not yet been sent to AP. You can also pull the 'Sent to AP' status in as a column to be seen across various reports.
  7. Optional: If there is a certain combination of filters you prefer, you can save the current report view. Views that you save can be selected at any time from the 'Saved Views' drop-down menu.
    • To save your view:
      1. Click Save Current View.
        invoice-save-view.png
      2. Enter a name for the report in the Report Name field.
      3. Click Save.
  8. Optional: To export a copy of the report to your computer, click Export.
    A Microsoft Excel file will download to your computer.