What is a payment application contact?
Answer
Common Questions
- How do I add payment application contacts to Procore?
- How do I designate a user as an invoice contact?
- Do payment application contacts receive emails from Procore?
- Do payment application contacts need to be granted special access permissions to Procore?
- What can payment application contacts add or update in Procore?
How do I add an invoice contact to Procore?
To add an invoice contact to Procore, you must create two records in your Company level Directory tool:
- A company record for the 'Contract Company'. This is the company or vendor that is performing work for your company. See Add a Company to the Company Directory.
- A user account in the Company Directory. This is the account person who works for the 'Contract Company' and will serve as an invoice contact. See Add a User Account to the Company Directory.
How do I designate a user as an invoice contact?
To designate an invoice contact to Procore, you have these options:
- If you are your company's Procore Administrator, you can designate an payment application contact for each company record stored in the Company Directory. See Add a Company to the Company Directory.
- If you are a user with 'Admin' permissions on the Commitments tool, you can add payment application contacts to a commitment as follows:
- With the Commitments tool. See Add Invoice Contacts to a Purchase Order or Subcontract.
OR - With the Invoicing tool. See Add Invoice Contacts to a Purchase Order or Subcontract
- With the Commitments tool. See Add Invoice Contacts to a Purchase Order or Subcontract.
Do payment application contacts receive emails from Procore?
Yes. If you are designated as a payment application contact for your company, your Procore user account will receive emails when the following actions occur:
- When a user clicks the 'Create & Email' or 'Save & Email' button on the General tab of a commitment. See Create a Purchase Order or Create a Subcontract.
- When a Subcontractor SOV is rejected and the contracting party changes the purchase order's or subcontract's status to 'Revise & Resubmit'.
- When your company's insurance policy information that was uploaded to Procore is within approximately 2 weeks of expiring. The 'Send Expiration Notification' option must be selected on your company's insurance record by a Procore Administrator. See Who receives notification emails when a vendor's insurance expires?
- Optional. Invites you to submit a subcontractor invoice for the current billing period. See Send an 'Invite to Bill' to an Invoice Contact.
- Optional. When the status of a subcontractor payment application is changed to 'Approved'. However, this requires that the company's Procore Administrator has configured the 'Notify Subcontractors When Payment Applications Are Approved' setting. See Configure Settings: Invoicing.
Do payment application contacts need to be granted special access permissions to Procore?
No. If you have been designated as an invoice contact on a commitment, Procore automatically adds you to the 'Private' list for that commitment. This means you can view that commitment in Procore, as long as your Procore user account meets the requirements details in Add Invoice Contacts to a Purchase Order or Subcontract.
- On a subcontractor payment application, the contact's name appears in the 'Payment Application' section of the Advanced Settings tab in the 'Payment Application Contacts.' Contacts can also receive invites to submit subcontractor payment applications and reminder emails from Procore.
What can payment application contacts add or update in Procore?
It depends on the Procore company account you are using and the permissions your Procore user account has been granted. Most Procore clients do not allow payment application contacts to add or update data in Procore. However, Procore customers do have the option to allow payment application contacts to:
- Create a subcontractor invoice. You might be invited to create and submit a subcontractor invoice for the current billing period. To learn more, see Submit a New Invoice as an Invoice Contact.
- Update a Subcontractor SOV. A Subcontractor Schedule of Values (Subcontractor SOV) on a commitment is typically completed when the upstream contractor (for example, a general contractor) requires a detailed line-item breakdown of work performed by a downstream contractor (for example, a subcontractor). To learn more, see Update the Subcontractor SOV as an Invoice Contact.