What is an invoice contact?

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Common Questions

How do I add invoice contacts to Procore?
How do I designate a user as an invoice contact?
Do invoice contacts receive emails from Procore?
Do invoice contacts need to be granted special access permissions to Procore?
What can invoice contacts add or update in Procore?

How do I add an invoice contact to Procore?

To add an invoice contact to Procore, you must create two records in your Company level Directory tool:

A company record for the 'Contract Company'. This is the company or vendor that is performing work for your company. See Add a Company to the Company Directory.
A user account in the Company Directory. This is the account person who works for the 'Contract Company' and will serve as an invoice contact. See Add a User Account to the Company 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.

How do I designate a user as an invoice contact?

To designate an invoice contact to Procore, you have these options:

If you are your company's Procore Administrator, you can designate an invoice contact for each company record stored in the Company Directory. See Add a Company to the Company Directory.
If you are a user with 'Admin' permissions on the Commitments tool, you can add invoice contacts to a commitment as follows:
- With the Commitments tool. See Add Invoice Contacts to a Purchase Order or Subcontract.
  OR
- With the Invoicing tool. See Add Invoice Contacts to a Purchase Order or Subcontract

Do invoice contacts receive emails from Procore?

Yes. If you are designated as an invoice contact for your company, your Procore user account will receive emails when the following actions occur:

When a user clicks the 'Create & Email' or 'Save & Email' button on the General tab of a commitment. See Create a Purchase Order or Create a Subcontract.
When a Subcontractor SOV is rejected and the contracting party changes the purchase order's or subcontract's status to 'Revise & Resubmit'.
When your company's insurance policy information that was uploaded to Procore is within approximately 2 weeks of expiring. The 'Send Expiration Notification' option must be selected on your company's insurance record by a Procore Administrator. See Who receives notification emails when a vendor's insurance expires?
Optional. Invites you to submit a subcontractor invoice for the current billing period. See Send an 'Invite to Bill' to an Invoice Contact.
Optional. When the status of a subcontractor invoice is changed to 'Approved'. However, this requires that the company's Procore Administrator has configured the 'Notify Subcontractors When Invoices Are Approved' setting. See Configure Settings: Invoicing.

Do invoice contacts need to be granted special access permissions to Procore?

No. If you have been designated as an invoice contact on a commitment, Procore automatically adds you to the 'Private' list for that commitment. This means you can view that commitment in Procore, as long as your Procore user account meets the requirements details in Add Invoice Contacts to a Purchase Order or Subcontract.

On a subcontractor invoice, the contact's name appears in the 'Invoice' section of the Advanced Settings tab in the 'Invoice Contacts.' Contacts can also receive invites to submit subcontractor invoices and reminder emails from Procore.

What can invoice contacts add or update in Procore?

It depends on the Procore company account you are using and the permissions your Procore user account has been granted. Most Procore clients do not allow invoice contacts to add or update data in Procore. However, Procore customers do have the option to allow invoice contacts to:

Create a subcontractor invoice. You might be invited to create and submit a subcontractor invoice for the current billing period. To learn more, see Submit a New Invoice as an Invoice Contact.
Update a Subcontractor SOV. A Subcontractor Schedule of Values (Subcontractor SOV) on a commitment is typically completed when the upstream contractor (for example, a general contractor) requires a detailed line-item breakdown of work performed by a downstream contractor (for example, a subcontractor). To learn more, see Update the Subcontractor SOV as an Invoice Contact.