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What is an invoice administrator?

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Answer

In Procore, an Invoice Administrator is a Procore user who is granted 'Admin' level permissions on the Project level Commitments tool. This user (or group of users) can manage billing periods and configure settings for the Project level Invoicing tool. Because a subcontractor invoice originates in the Commitments tool, invoice administrators can also manage a project's commitments and subcontractor invoices. 

Common Questions

How do I add invoice Administrators to Procore?

To add an invoice administrator to the Project level Commitments tool:

  1. A company admin completes the steps in Add a User Account to the Company Directory. 
  2. A company admin or project admin completes the steps in Add an Existing User to Projects in Your Company's Procore Account.
  3. A project admin (or another invoice administrator) grants the user 'Admin' level permissions on the Project level Commitments tool.
 Note
Invoice administrator permissions are allocated on a project-by-project basis. To manage these permissions, Procore recommends following the steps in Create a Project Permissions Template.

Do invoice administrators need to be granted special access to Procore tools? 

In Procore, an invoice administrator only requires 'Admin' level permissions on the Project level Commitments tool. This allows the user to manage billing periods and configure the Invoicing Settings in the Project level Invoicing tool. Because subcontractor invoices originate in the Commitments tool, invoice administrators can also manage a project's commitments and subcontractor invoices. 

 Important
Does your invoice administrator also need to manage owner invoices? To view owner invoices in the Owner tab of the Project level Invoicing tool, Procore recommends that you also grant administrators 'Admin' level permissions on the Project level Prime Contacts tool. Adding this permission level allows a user to also manage prime contracts and owner invoices. 

Who can be an Invoice Administrator? 

An Invoice Administrator is a person or group of people responsible for collecting, reviewing, and creating invoices in Procore. An invoice administrator can be any person in your organization (for example, a project manager, an accountant, or a team of bookkeepers) who have been granted the appropriate permissions to manage invoices on your contracts and/or fundings.  

What can invoice administrators add or update in Procore? 

With 'Admin' level permissions on the Project level Commitments tool, invoice administrators can manage billing periods and configure the Invoicing Settings in the Project level Invoicing tool. Because subcontractor invoices originate in the Commitments tool, invoice administrators can also manage a project's commitments and subcontractor invoices.

Can invoice administrators designate invoice contacts? 

Yes. Invoice administrators have permission to designate invoice contacts for subcontractor invoices on a project's commitments. See How do I designate a user as an invoice contact?