Add Invoice Contacts to a Purchase Order or Subcontract (Legacy)

Objective 

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

Background 

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Commitments tool.  

     Note

    • A user with 'Admin' level permissions on the project's Commitments tool can also perform this task with the project's Invoicing tool. See Add Invoice Contacts to a Purchase Order or Subcontract.
• Additional Information:
  • Your company's Procore Administrator also has the option to set up default invoice contacts in the Company Directory. See Add a Company to the Company Directory.

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 'Users' 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 'Users' 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. Under the Contracts tab, locate the purchase order or subcontract. Then click Edit.
3. Make sure the appropriate company is selected in the Contract Company drop-down list. 
4. 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:

   • A 'Contract Company' must be set on the commitment. This populates the list with all of the company profiles in the Company Directory. See Add a User Account to the Company Directory.
   • To appear in the 'Invoice Contacts' list, the user must be an employee of the selected 'Contract Company'. See Add a User Account to the Project Directory.
5. Click Save. 

    Tips

   • When does Procore send email notifications to invoice contacts?  See Do invoice contacts receive emails from Procore? 
   • When does Procore send email notifications to members of the 'Invoice Distribution' list? Members added to the Commitment tool's 'Invoice Distribution' list (see Configure Settings: Commitments) receive notifications when:
     • The status of the Subcontractor Schedule of Values changes to 'Under Review.' See Review a Subcontractor SOV for a Commitment.
     • If your team is NOT using a Subcontractor Invoice Workflow, when status of the subcontractor invoice changes to 'Under Review'. Note: If your team is using a Subcontractor Invoice Workflow, the notification is sent to the Workflow Assignee(s). 

Next Steps

• Create Automatic Billing Periods or Create Manual Billing Periods

See Also 

• What is an invoice contact?
• Create a Purchase Order
• Create a Subcontract