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.
- Ensure the following is true for the person(s) you want to designate as an invoice contact:
- 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
- Navigate to the project's Commitments tool.
- Locate the commitment that you want to add contacts to in the Committed - Summary.
- Click Edit.
- 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. - 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.
- Invoice contacts will receive email messages when: