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Procore (en-CA)

Forward a Subcontractor Invoice by Email

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Objective

To forward a subcontractor invoice to a Procore user by email. 

Background

You can use the controls in the Emails tab on an invoice to forward the invoice to users in the Project Directory who have been granted 'Read-Only' level permissions to the 

Things to Consider

  • Required User Permissions:
    • 'Standard' and 'Admin' level permissions on the project's Commitments tool.
       Notes
      • Access permissions to the Invoicing & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding, or Prime Contracts tool. Procore tool names vary, depending on the language or point-of-view dictionary configured in Procore. See What dictionaries and languages are available in the Procore web application?
      • If you are a collaborator (for example, an invoice contact employed by a company performing work on a project managed in Procore, your ability to perform invoice-related tasks is determined by the Procore company account holder. Settings that the account holder may choose to provide to you include:
        • A Procore User account.
        • Access permissions to the project's Commitments and/or Client Contracts, Funding, or Prime Contracts tool.
        • Membership on the 'Private' list of a specific contract or funding
        • Designated as an 'Invoice Contact' on the contract or funding.
  • Additional Information:

Prerequisites

An invoice must be created before you can forward it:

Steps

Navigate to the Emails Tab

  1. Navigate to the project's Invoicing tool. 
  2. Click the Subcontractor tab. 
  3. Locate the invoice that you want to send in the table. Then click its Number link to open it. 
  4. Click the Emails tab in the invoice. 

Forward the Invoice

  1. In the Emails tab, click the New Email button. 
  2. Under the 'Forward Invoice' area, do the following:
    • To: Select the desired recipient(s) from the drop-down list. 
    • Cc: Select any desired recipient(2) to receive a carbon copy of the email. 
    • Private: Indicates privacy settings for the invoice. When a submittal is marked 'Private', it is only visible to users with 'Admin' level permissions on the project's Commitment tool. 
    • Title: The descriptive name that best summarizes the information in the submittal. 
    • Attachments: Attach any relevant files. You have these options:
      • Click Attach File(s) and then choose the appropriate option from the shortcut menu that appears.
        OR
      • Use a drag-and-drop operation to move files from your computer into the grey Drag and Drop File(s) box.
    • Message: Enter the body of your email message.
  3. Click Send. 
    Procore sends the email to all of the recipients. A copy of the email and any replies are stored as a communication thread in the Emails tab of the invoice.