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Does a payment application contact need an 'Invite to Bill' to submit a payment application?

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Answer

No. A payment application contact has several options for creating a payment application. 

There are two ways to respond to an 'Invite to Bill' as a payment application contact: (1) from the 'Invite to Bill' email or (2) from the upstream collaborator's Project level Commitments tool. Use the second option when you know you have payment application contact permissions but the 'Invite to Bill' is missing or lost.

When responding to an invite, you can accept or decline it as follows:

  • To respond to an 'Invite to Bill' email: Show/Hide      
      1. Open your email Inbox. 
      2. Look for the email message with the subject line, " "Project Name: User Name has invited you to bill." 
      3. Open the 'Invite to Bill'. 

        invite-to-bill.png
         
      4. Review the Payment application Details:
        • Commitment. Shows the commitment number and name. 
        • Payment application Type. Shows the payment application type. See Configure Settings: Payment applications. 
        • Billing Period. The date range for the Open billing period. 
        • Invited By. The first and last name of the sender. Typically, this is the payment application administrator. 
        • Due Date. The date your payment application is due. Payment application contacts cannot create or submit a payment application in the Procore project after this date.  
      5. Click one of these buttons to respond to the Do you want to bill this period? prompt:
        • Yes. Accept the invite and submit a payment application. This changes the payment application status to Accepted. Continue with the steps in Submit a New Payment application as a Payment Application Contact.
        • No. Decline the invite if you don't want to submit a payment application for the Open billing period. This changes the payment application status to Declined.  
  • To respond to an 'Invite to Bill' in the Commitments tool: Show/Hide      
    1. Navigate to the project's Commitments tool. 
    2. Locate the commitment to which you were added as a payment application contact. 
    3. Under Do you Want to Bill this Period?, indicate your intent to submit a payment application by clicking the Yes button. 
      do-you-want-to-bill-this-period.png
    4. Click the Post Response button. 
 Tip

Can't find your 'Invite to Bill' or uncertain if one was sent?  A payment application contact always has sufficient permissions to create a new payment application for an open billing period in the upstream collaborator's Procore project. See Create a New Payment application as a Payment Application Contact.

How is the payment application contact role assigned to users? 

To add a payment application contact, an authorized user for the company managing the commitment in the Procore project must:

  1. Add the subcontracting company to the Company Directory. The subcontracting company corresponds to the 'Contract Company' on a commitment. See Add a Company to the Company Directory. The user who will be the payment application contact must be added to the company. See Add Users to the Company.
     Notes 
  2. Grant the payment application contact's user account 'Read Only' level permissions on the Project level Commitments tool. Procore recommends managing payment application contact permissions with a project permissions template. See Manage Project Permissions Templates.
  3. Add the 'Contract Company' and 'Invoice Contact' to the commitment. See Add Payment application Contacts to a Purchase Order or Subcontract. 
  4. Optional. Configure optional email notifications for the payment application contact: 

When does Procore send an 'Invite to Bill'? 

When an payment application administrator for the Procore company account creates a new billing period, that user has the option to send out an automated billing invite to anyone who is either (1) named on the 'Private' list for the payment application or (2) a member of the Commitment tool's default 'Invoice Contact' list. See Add Payment application Contacts to a Purchase Order or Subcontract.

What if my 'Invite to Bill' is lost or missing?