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Procore

Email an Owner Invoice

Objective

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

Background

After you create an invoice, you can send 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
      • 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:
    • 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.
    email-invoice.png
     Note
    The Email Invoice button to 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.
    A YELLOW 'Communication Created' banner appears. Procore sends a copy of the Detail tab as a PDF attachment to the designated recipient(s) as an email message. A record of the outgoing message is saved in the 'Emails' tab of the invoice. Any replies to the email message must be sent to the 'To' address and 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 icon-external-link.png.