Create Invoice Contacts

Objective

To create invoice contacts for a contract so you can send out invoices invitations for commitments.

Things to Consider

• Required User Permissions:
  • 'Admin' on the Commitments tool.
• Prerequisites:
  • Ensure the following is true for the person(s) you want to designate as an invoice contact:
    • To ensure the person is associated with a company record so the company name auto-populates in the Invoice Contacts field, see Add a Company to the Company Directory.
    • To ensure the person can be assigned to project commitments, see Add a User Account to the Project Directory.
    • To ensure the person receives invoice contact emails, select the 'Via Email' option for the 'Send This User Messages' setting. See Add a User Account to the Project Directory.
  • Enable the 'Notify Subcontractors when Invoices are Approved' setting under 'Invoice Settings' in the Commitments tool. See Configure Settings: Commitments.
  • Create a commitment. See Create a Commitment.
• Additional Information:
  • Persons designated as an invoice contact can edit the subcontactor Schedule of Values (SOV). See Edit Commitment Subcontractor Schedule of Values (as a Sub).
  • You can set up default Invoice Contacts from the Company Directory. See Add a Company to the Company Directory. 

Steps

1. Navigate to the project's Commitments tool.
2. Locate the commitment that you want to add contacts to in the Committed - Summary. 
3. Click Edit. 
4. Select one or more individuals from the Invoice Contacts drop-down menu.
   Note: If the individuals you want to select are not listed in this menu, see 'Things to Consider' above.
5. Click Save. 
   Notes:
   • Invoice contacts will receive email messages when:
     • The invoice status is updated to Revise and Resubmit. 
     • The subcontractor SOV status is updated to Revise and Resubmit.
     • After a user with 'Admin' permission clicks the Create & Email or Save & Email button on the General tab of the commitment. 
     • The invoice contact receives the Invitation and Reminder email. They are also automatically added to the Private section of the General tab on a commitment.
        

Next Steps

• Start a New Billing Period 
• Send Subcontractor Invoice Invitations

See Also 

• Add a Company to the Company Directory
• Add a User Account to the Project Directory
• Configure Settings: Commitments