Considerations
Before you set up the Company Direct Costs tool, review the permissions needed to configure it, how to give each user the right level of access, and how to set up project roles so reviewers see the right invoices.
Required User Permissions
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To set up the tool:
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‘Admin’ level permissions on the Company level Direct Costs tool. Only Admin users can edit the tool’s Configure Settings.
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‘Admin’ level permissions on the Company level Admin tool, to manage project roles.
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To assign user permissions:
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‘Admin’ level permissions on the Company level Directory tool, or access to manage Company Permissions Templates.
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To assign people to project roles:
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‘Admin’ level permissions on the Project level Admin tool for each project.
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Additional Information
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Supported file types for uploads and the direct cost email address: .pdf, .jpg, and .png.
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Invoices can come in three ways:
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Uploaded from your computer
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Pulled from the company Documents tool
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Forwarded to your company’s direct cost email address
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Note
Company Direct Costs permissions work differently from most Procore tools. ‘Read Only’ is the right level for project reviewers, even though they can still complete their review and coding tasks. See Set User Permissions below.Prerequisites
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Your company’s vendors are added to the Company Directory.
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Projects that will receive direct costs have a budgets set up. The budget codes available for selection are only those that have been “budgeted”.
Set User Permissions
The permission level you give a user decides which invoices they can see:
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Users with Standard or Admin permissions can see direct costs across all projects. This comes from the granular permission View all direct costs in the Direct Costs tab which can not be removed from either permission set.
Users with Read Only permissions don’t have that granular permission. They only see direct costs for projects where they hold a project role you’ve chosen in the tool’s settings. See Set Up Project Roles.
|
Who |
What they do |
Recommended permission level |
|---|---|---|
|
Direct Cost Administrator |
Manages the tool. Edits configuration settings and has full control of uploads. |
Admin |
|
Accounts Payable / Accounting |
Uploads or forwards invoices, checks AI-filled details, submits for review, and sends approved costs to the ERP. Sees invoices across all projects. |
Standard or Admin |
|
Project Reviewer / Approver (for example, Project Manager or Project Engineer) |
Reviews invoices for their own projects, adds budget codes, and approves or sends back for revision. |
Read Only, plus an assigned project role |
Tip
Use Company Permissions Templates to give the same access to everyone in a role (for example, an “AP / Accounting” template and a “Project Reviewer” template) instead of setting permissions one user at a time.Note
By default project reviewers can only edit line item details and can’t edit the invoice details that accounting/AP entered. If something is wrong, they can send it back for revision or you can change what Project Reviewers can edit using Granular Permissions.Set Up Project Roles
Project roles control who can review and approve direct costs on each project. This is the most important part of setup.
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Go to the Company level Direct Costs tool.
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Click Configure Settings (gear icon).
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Under Project Assignee, select the project roles that can review and approve direct costs. For example, Direct Cost Reviewer or Project Manager.
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Click Save.
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On each project, make sure the right people are assigned to those roles.
When a user with Read Only permissions is assigned one of these roles on a project, they can see and review that project’s direct costs. When accounting submits an invoice for review, it goes to the users in those roles on the invoice’s project.