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Email an Owner Invoice

Objective

To send an owner invoice to the project owner to request payment. 

Background

After your create an invoice, you can sent it to the owner by email. If the owner sends a reply to that email message, the response will appear in the Emails tab of the invoice. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Prime Contracts 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:
    • Clicking the Email Invoice button sends a PDF copy of the Detail tab to recipients. The Configurable PDF tab is NOT included in the outgoing email message. 

Steps

  1. Navigate to the project's Invoicing tool.
  2. Click the Owner tab. Then click the prime contract that you want to work with.
  3. Click the Invoices tab. 
  4. Click View next to the invoice you want to send by email.
  5. Click Email Invoice.
     Note
    The Email Invoice button send a PDF copy of the Detail tab to recipients. The Configurable PDF tab is NOT included in the outgoing email message. 
  6. Complete the following fields:
    • To. Enter the names of any recipients. These will typically be an owner from whom you are requesting payment.
    • CC. Enter the names of any recipients for a carbon copy of the email message. 
    • Private. Place a checkmark in this box to limit access to the invoice email to the recipients. Users with 'Admin' permission always have permission to access the invoice email.
    • Subject. This field automatically populates with the number of the invoice.
    • Attachments. Attach any related documents or files.
    • Message. Include any messaging about the invoice that you want to send to recipients. 
  7. Click Send.
    The system send a copy of the Detail tab as a PDF attachment in the email message and a record of the message is saved in the Emails tab of the invoice. Any replies to the email message are also saved in the Emails tab. 

 

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.