What do we need to consider before allowing downstream collaborators to submit invoices in Procore?
Background
Before providing your downstream collaborators with permission to submit invoices for their commitments on your Procore projects, your company's Procore Administrator and project teams should decide if allowing collaborators to submit their own invoices is the right choice for your company. Questions to ask include:
- Do you want to save your team time and effort by allowing your downstream collaborators to submit their own invoices in Procore directly?
- Do your downstream collaborators have an employee or representative that you can designate as an invoice contact?
If you answered Yes to the questions above, review the Answer below to learn more about your team's options for creating invoices in Procore.
Tip
Don't want your downstream collaborators submitting invoices in Procore? If your team prefers to collect paper or digital invoices from downstream collaborators outside of Procore, simply provide one or more project team member(s) with the required user permissions so they can Create a Subcontractor Invoice on Behalf of an Invoice Contact.
Answer
To help your team decide who can submit invoices in your Procore projects, review the information in this table.
| Who do you want to create the invoice? | What is this person called in Procore? | Does this person require access permissions to the Project level Commitments tool? | Is this person's access permissions to our project's commitments and invoicing data limited? | Learn More |
|---|---|---|---|---|
| A designated employee or representative of our downstream collaborator(s). | Invoice Contact See What is an invoice contact? |
No. You must explicitly designate this person as an invoice contact on each commitment. This grants the user access to view data and submit invoices for specific commitments in a project. |
Yes. To view a commitment and all of its corresponding invoice data, you must designate an invoice contact on each individual commitment in your project.
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| An employee or trusted team member is granted the required user permissions on the Project level Commitments tool. | Invoice Administrator | Yes. 'Admin' level permissions or higher on the Project level Commitments tool. This grants the user full permission to view all commitments, and any invoice data, on a Procore project. | No. This person can view all of the commitment and invoice data on the project(s) to which they have been granted access permissions. |