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

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

Things to Consider

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

     Notes

    • Access permissions to the Invoicing & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding, or Prime Contracts tool. Procore tool names vary, depending on the language or point-of-view dictionary configured in Procore. See What dictionaries and languages are available in the Procore web application?
    • If you are a collaborator (for example, an invoice contact employed by a company performing work on a project managed in Procore, your ability to perform invoice-related tasks is determined by the Procore company account holder. Settings that the account holder may choose to provide to you include:
      • A Procore User account.
      • Access permissions to the project's Commitments and/or Client Contracts, Funding, or Prime Contracts tool.
      • Membership on the 'Private' list of a specific contract or funding
      • Designated as an 'Invoice Contact' on the contract or funding.
• Additional Information:
  • Your company's Procore Administrator also have the option to set up default invoice contacts in the Company Directory. See Add a Company to the Company Directory.

Prerequisites

• Add the invoice contact's user account to the Project Directory. See Add a User Account to the Project Directory.

   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.
• Enable the 'Notify Subcontractors when Invoices are Approved' setting in the Commitments tool. See Configure Settings: Commitments.
• Complete the steps in Create a Purchase Order or Create a Subcontract.

Steps

1. Navigate to the project's Invoicing tool.
2. Click the Subcontractor tab.
3. Locate the invoice to work with in the list. Then, click its Contract link to open the commitment contact. 
   
4. Click Edit.
5. Under 'General Information', do the following:
   
   • Make sure the correct company is selected in the Contract Company drop-down list. 
   • 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 'Invoice Contacts' list, the user must be an employee of the selected 'Contract Company'. See Add a User Account to the Project Directory.
6. 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.'

Next Steps

• Create Automatic Billing Periods or Create Manual Billing Periods

See Also 

• Send an 'Invite to Bill' to an Invoice Contact
• Accept or Decline an 'Invite to Bill' as an Invoice Contact
• Submit a New Invoice as an Invoice Contact