Complete Subcontractor Invoices with DocuSign®

Objective

To complete subcontractor invoices for a project using the Procore + DocuSign® integration.

Background

If you have a valid DocuSign® account and the Procore + DocuSign® integration has been enabled on your Procore project, you can use the steps below to complete a subcontractor invoice using DocuSign®. To do this, you will need to know the email address and password for your DocuSign® account. Once you log in and grant the permissions requested by Procore, you can then use DocuSign® to add document(s) to an envelope, add recipients and send it out for signature.

Things to Consider

Required User Permissions:
- 'Admin' level permissions on the project's Commitments 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:
- Once you have logged in to your DocuSign® through Procore, you will not need to sign in again.
- To complete the steps below, the subcontractor invoice must be in Approved, Approved as Noted, or Pending Owner Approval status.
- To request signatures using the Procore + DocuSign® integration, you must have an active DocuSign® account. For details, see:
  - Do I need a DocuSign© account?
  - How do I get a DocuSign® account?

Prerequisites

Steps

You have two options for sending subcontractor invoices to DocuSign®:

Complete a Single Subcontract Invoice with DocuSign®
Send Multiple Subcontractor Invoices to DocuSign®

Complete a Single Subcontractor Invoice with DocuSign®

Navigate to the project's Commitments tool.
Under the Contracts tab, locate the subcontract with the invoice. Then click View.
Click the Invoices tab.
Locate the invoice to complete and click the Edit button.
If you are ready to sign the contract with DocuSign®, click Complete with DocuSign.
If you have NOT logged in to DocuSign®, you will be prompted to log in to your account as follows:
1. Enter your DocuSign® email address in the Email Address box.
2. Click Continue.
3. Enter your DocuSign® password in the Password box.
4. Click Log In.
5. Click Accept to accept the required permissions request from Procore Technologies.
  Note: If you click Cancel you will not be able to sign in to DocuSign®.
After the DocuSign® page loads, you have these options:
1. Remove a document:
  The integration automatically displays any documents that have uploaded to the invoice in Procore. To remove a document, hover your mouse cursor over the Delete icon (illustrated below) and then click the icon.
  
  Notes:
  - For other options, click the vertical ellipsis and select the desired option from the menu.
  - To learn more about the other options, click the Question Mark (?) icon to view the DocuSign® support documentation.
2. Add documents to the envelope:
  If you want to add documents to the DocuSign® envelope, use one or more of these methods:
  - Click the Plus (+) sign or Upload to add documents from your computer.
    OR
  - Click Get From Cloud to add documents from a third-party cloud host.
3. Add recipients to the envelope:
  1. Click Add Recipient to add a new recipient.
    Note: Unless your project is using a custom form, the recipient role (for example, general contractor and subcontractor) will populate automatically based on what is entered in Procore.
  2. Choose one of these options: Needs to Sign, Receives a Copy, or Needs to View.
    Notes:
    - For other options, click the More link.
    - To learn more about the other options, click the Question Mark (?) icon to view the DocuSign® support documentation.
Click Next to review the documents in DocuSign®.
When you are ready to send the document(s) in your envelope to the named recipients, click Send.

Send Multiple Subcontractor Invoices to DocuSign®

If you have 'Admin' permission to the Commitments tool, you can also use the project's Invoicing tool to send invoices to DocuSign® in bulk.

Navigate to the project's Invoicing tool.
Click the Subcontractor tab.
Mark the checkboxes next to the invoices to bulk send to DocuSign® .
Click Send to DocuSign®.
Note: If the Send to DocuSign® button is grayed out and unavailable, hover your mouse cursor over the button. A tooltip appears to inform you of the reason. Typically, it is because the purchase order or subcontract does not have an 'Invoice Contact' assigned to it. See Add Invoice Contacts to a Purchase Order or Subcontract.

The selected invoices are sent to DocuSign®. You will see a success banner at the top of the page when complete.
Notes:
- When sending invoices in bulk, the DocuSign® integration only sends invoices to the individuals listed as 'Invoice Contact(s)' on the contract in Procore.
- Some DocuSign® features are NOT available when using the bulk send option. For example, adding or removing documents, adding recipients and so on.
- To use the unavailable DocuSign® features, follow the steps in Complete Subcontractor Invoices with DocuSign®.