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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
      • This page details steps that are performed in the project's Invoicing tool.
        • Access to invoices with the Invoicing tool is managed by the permissions assigned to users on the Commitments and/or Prime Contracts 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. Locate the invoice to work with in the list. Then, click its Contract link to open the commitment contact. 
    inv-subcontractor-contract-link.png
  4. Click Edit.
  5. Under 'General Information', do the following:
    inv-sc-gen-info-invoice-contacts.png
    • 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:

  6. Click Save.
     Tips

    When does Procore send email notifications to invoice contacts? An invoice contact receives an email notification 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. 
        Note: Procore does NOT send email notifications to invoice contacts when:
        • An invoice administrator creates or updates a Subcontractor Schedule of Values (SSOV) on behalf of an invoice contact.
        • An invoice administrator changes the status of the SSOV to 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 from Procore when:

    • An invoice contact submits an SSOV.
    • An invoice contact edits and re-submits an SSOV. 
    • An invoice administrator changes the status of the SSOV from any status to 'Under Review.'

 

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 .