What is an invoice contact?

How do I add an invoice contact to Procore? 

Before you can designate a user as an invoice contact in Procore, you must:

• Add a Company to the Company Directory
• Add a User Account to the Company Directory 
• Create a Commitment

After creating the  exist, designate the company and the 'Contract Company' in the commitment and the user as the 'Invoice Contact' 

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.
    OR
  • With the Progress Billings tool. See Add Invoice Contacts to a Purchase Order or Subcontract from the Progress Billings Tool. 

     Note

     The Progress Billings tool is available to Procore customers in the United States who have implemented the Procore for Specialty Contractors point-of-view dictionary. To learn more see, What dictionaries and languages are available in the Procore web application?

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. To learn more, see one of these links:
  • If you have the Invoicing tool, see Send an 'Invite to Bill' to an Invoice Contact from the Invoicing Tool.
    OR
  • If you have the Progress Billings tool, see Send an 'Invite to Bill' to an Invoice Contact from the Progress Billings Tool. 
• 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. To learn more, see one of these links:
  • If you have the Invoicing tool, see Configure Settings: Invoicing.
    OR
  • If you have the Progress Billings tool, see Configure Settings: Progress Billing.

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.