No. The user does NOT need a copy of the 'Invite to Bill'. However, the user must be designated as an 'Payment Application Contact' on the commitment associated with the payment application. See Add Payment Application Contacts to a Purchase Order or Subcontract. The user must also be granted the appropriate access permissions detailed in Submit a New Payment Application as an Payment Application Contact.
NoteInstead of sending an 'Invite to Bill' to payment application contacts, some companies choose to create payment applications on behalf of their subcontractors. See Create an Payment Application on Behalf of an Payment Application Contact If your company is performing work on a project and you are unsure which process is being used, please contact the company that awarded you the contract for guidance.
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 'Payment Application Contact' list. See Add Payment Application Contacts to a Purchase Order or Subcontract.
What if my 'Invite to Bill' is lost or missing?
If an payment application contact reports that an payment application invitation or reminder email is lost or missing, let that person know they can log in to Procore and submit the payment application using the Commitments tool.
To do this, follow these steps:
- Navigate to the project's Commitments tool.
- Locate the purchase order or subcontract that you were invited to submit an payment application against. Then click the appropriate contract link to open it.
- Indicate your intent to submit an payment application by clicking the Yes button in the banner at the top of the page.
- Click the Post Response button.
This opens the 'New Payment Application' page. To complete the payment application, see Submit a New Payment Application as an Payment Application Contact.