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Add Invoice Contacts to a Purchase Order or Subcontract

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 Legacy Content

This tutorial details Procore's legacy experience for adding invoice contacts to a purchase order or subcontract. The information on this page will be replaced with updated content when the redesigned subcontrator invoice beta experience is generally available. To learn about this release and its timeline, see Financial Management: New Admin View for Subcontractor Invoices.

Important! If you are using the subcontractor invoice beta experience, please see the Add Invoice Contacts to a Purchase Order or Subcontract tutorial under the Invoicing tool instead of the information below. 

Objective 

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

Background 

While creating a purchase order or subcontract, you can add one or more invoice contact(s) from your Project Directory 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 '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:

  5. Click Save. 
     Tips

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

    • An invoice's status is updated to Revise & Resubmit.
    • The Subcontractor Schedule of Values status on a downstream 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 a purchase order or subcontract. 
      • Sends an 'Invite to Bill' to the invoice contact. 
        Note: Procore does NOT send email notifications to invoice contacts when:
        • An invoice administrator creates or updates a Subcontractor Schedule of Values on a downstream invoice on behalf of an invoice contact.
        • An invoice administrator changes the status of a Subcontractor Schedule of Values on a downstream invoice Approved, Draft, or Under Review.

    When does Procore send email notifications to members of an invoice's distribution list? Members added to an invoice's distribution list receive an email notification on a downstream invoice when:

    • An invoice contact submits a Subcontractor Schedule of Values.
    • An invoice contact edits and re-submits a Subcontractor Schedule of Values. 
    • An invoice administrator changes the status of the Subcontractor Schedule of Values from any status to 'Under Review.'