Procore Direct Cost Invoice Processing

How it works

Choose the correct invoice path

Check whether the purchase belongs to an existing purchase order or subcontract before choosing Direct Cost. A vendor can have both contracted and non-contracted purchases on the same project. The vendor name alone does not decide the invoice type.

• Use Direct Cost for a standalone vendor invoice with no associated commitment.
• Use a commitment invoice when the bill belongs to a purchase order or subcontract.
• Resolve an unclear reference with the responsible project team before entering the cost.

Prepare the Procore records

Procore requires the Direct Costs tool to be available on the project and the user to have permission to create the record. The vendor comes from the Company Directory. Your company’s budget structure determines the available budget codes.

• Confirm the exact company and project, especially when project names are similar.
• Select the correct vendor record rather than relying on a name match.
• Check the cost code and cost type against the work actually purchased.

Review the source and the suggested coding

In Denize, upload the invoice or open it from the email queue. Check the original document beside the extracted fields. Review invoice number, date, line descriptions, quantities, tax and total. Correct the project, vendor or coding whenever the suggestion is wrong.

• Look for repeated invoice numbers and prior submissions before proceeding.
• Reconcile line amounts and tax to the invoice total.
• Keep ambiguous lines for review rather than choosing an unrelated cost code.

Example: a standalone supply invoice

Illustrative example: a supplier bills $800 for site supplies plus $64 tax, for a total of $864. First confirm that this purchase is not covered by a commitment. Review the supplier, project and applicable material cost coding, then verify that the prepared lines and tax still total $864. These example amounts are not customer results.

Submit the reviewed draft and verify the result

Denize prepares the entry and submits only when an authorized user chooses to continue. After submission, open the resulting Procore record from the submission history and verify the amounts and coding. A draft is not a payment approval.

• If Procore rejects the record, resolve the stated project, permission or accounting issue before retrying.
• If the result is uncertain, check submission history and Procore before creating another invoice.
• Keep approval and payment decisions in your company’s established process.

Sources and requirements

Use these references alongside your company’s Procore configuration and review process.

Related invoice workflows