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Add Invoice Contacts to a Purchase Order or Subcontract

Objective 

To add an invoice contact to a purchase order or subcontract in a Procore project.

Background 

An invoice contact is the person who ensures that a subcontractor invoice is submitted to an upstream contractor for payment. In Procore, an invoice contact is always an employee of designated 'Contract Company' on a purchase order or subcontract. The contract company is the party responsible for performing work and/or supplying materials on the project.  

While creating a purchase order or subcontract, you can add one or more invoice contact(s) using the steps below.

Things to Consider

Prerequisites

  • Add a user account for the invoice contact to the Company Directory. If you need to create a user account for the invoice contact, see:
    • Add a User Account to the Project Directory. This automatically adds the user account to both the Project and Company Directory.
      OR
    • Add a User Account to the Company Directory. Then complete the steps in Add an Existing User to Projects in Your Company's Procore Account to ensure the user is added to your project. 
       Notes
      • When adding or updating the invoice contact's user account in the Company Directory, ensure that:
        • The user account in the Company level Directory tool is set to Active.
        • The email address entered for the user account is valid.
        • The 'Send this User Messages' setting in the user account must be turned ON by selecting the Via Email option from the drop-down list.  
      • When adding or updating the 'Contact Information' on the company record's 'General' tab in the Company Directory, the user must be listed in the 'People' tab to appear as a selection in the Company Directory tool's 'Invoice Contacts' drop-down list.
      • The users that you designate as 'Invoice Contacts' in the Company Directory are then available in the 'Invoice Contacts' drop-down list on a purchase order or subcontract.
  • Verify that the user account is listed in the 'People' tab of the company record for the 'Contact Company' in the Company Directory. For details, see Add a Company to the Company Directory
  • Enable the 'Notify Subcontractors when Invoices are Approved' setting. See Configure Settings: Commitments.
  • Complete the steps in Create a Purchase Order or Create a Subcontract. 

Steps

  1. Navigate to the project's Commitments tool.
  2. Click the Summary tab. 
  3. Locate the commitment to work with. Then click Edit
  4. Make sure the appropriate company is selected in the Contract Company drop-down list. 
  5. Select one or more individuals from the Invoice Contacts drop-down list. The users you select here are automatically added to the 'Private' drop-down list. 
     Notes

    To select an invoice contact from the 'Invoice Contacts' list, the following must be true:

  6. Click Save
     Tip

    When does Procore send email notifications to invoice contacts? An invoice contact receives an email message from Procore when:

    • The invoice's status is updated to Revise & Resubmit.
    • The Subcontractor SOV status on the invoice is updated to Revise & Resubmit.
    • A user with 'Admin' level permissions on the project's Commitments tool does the following:
      • Clicks the Create & Email or Save & Email button on the General tab of the purchase order or subcontract. 
      • Sends an 'Invite to Bill' to the contact. 

 

If you would like to learn more about Procore’s commitments software and how it can help your business, please visit our construction financials tool product page here.