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Procore

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

An invoice contact is the person who ensures that a subcontractor invoice is submitted to an upstream contractor for payment. In Procore, an invoice contact is always an employee of designated 'Contract Company' on a purchase order or subcontract. The contract company is the party responsible for performing work and/or supplying materials on the project.  

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
      • User permissions are NOT managed in the project's Invoicing tool. Instead, the Invoicing tool is designed for users with 'Admin' level permissions on the Prime Contracts and/or Commitments tool. 
      • If you are a collaborator (for example, an invoice contact for a subcontracting company that is performing work for a general contractor managing your contract in Procore), your ability to perform invoice-related tasks is determined by the project team that controls these settings for your Procore user account: 
        • Your user account's permissions on the project's Commitments and/or Prime Contracts tool.
        • Your membership on the 'Private' list of a specific prime contract, purchase order, or subcontract.
        • Your designation as an 'Invoice Contact' on a prime contract, purchase order, or commitment.
      • To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.
  • Additional Information:

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 'People' 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. Select the contract that you want to add the invoice contact to, by clicking the appropriate link in the Commitment column. 
  4. Click Edit.
  5. Make sure the appropriate company is selected in the Contract Company drop-down list. 
  6. 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:

  7. Click Save.
     Tip

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

    • The invoice's status is updated to Revise & Resubmit.
    • The Subcontractor SOV status on the 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 the purchase order or subcontract. 
      • Sends an 'Invite to Bill' to the contact. 

 

If you would like to learn more about Procore’s invoice management software and how it can help your business, please visit our construction invoice management software product page here.