Add Invoice Contacts to a Purchase Order or Subcontract

Objective

To add an invoice contact to a purchase order or subcontract in a Procore project.

While creating a purchase order or subcontract, you can add one or more invoice contact(s) using the steps below.

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:
- Your company's Procore Administrator also have the option to set up default invoice contacts in the Company Directory. See Add a Company to the Company Directory.

Add the invoice contact's user account to the Project Directory. See Add a User Account to the Project 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.
Enable the 'Notify Subcontractors when Invoices are Approved' setting in the Commitments tool. See Configure Settings: Commitments.
Complete the steps in Create a Purchase Order or Create a Subcontract.

Navigate to the project's Invoicing tool.
Click the Subcontractor tab.
Locate the invoice to work with in the list. Then, click its Contract link to open the commitment contact.
Click Edit.
Under 'General Information', do the following:
- Make sure the correct company is selected in the Contract Company drop-down list.
- Select one or more individuals from the Invoice Contacts drop-down list. The users you select here are automatically added to the 'Private' drop-down list.
  Notes
  
  To select an invoice contact from the 'Invoice Contacts' list, the following must be true:
  - A 'Contract Company' must be set on the commitment. This populates the list with all of the company profiles in the Company Directory. See Add a User Account to the Company Directory.
  - To appear in 'Invoice Contacts' list, the user must be an employee of the selected 'Contract Company'. See Add a User Account to the Project Directory.
Click Save.
Tip

When does Procore send email notifications to invoice contacts? An invoice contact receives an email message from Procore when:

The invoice's status is updated to Revise & Resubmit.

The Subcontractor SOV status on the invoice is updated to Revise & Resubmit.

A user with 'Admin' level permissions on the project's Commitments tool does the following:

Clicks the Create & Email or Save & Email button on the General tab of the purchase order or subcontract.

Sends an 'Invite to Bill' to the contact.