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What should I know about the Contract Room in Portfolio Financials?

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 Note
This information is intended for accounts with Portfolio Financials product in Procore. Please reach out to your Procore point of contact for more information. 

Contract Room FAQs

How do I add a team member to a Contract Room?

Owner and Vendor contacts can be added on the Teams tab of the Contract Room.

What is the Vendor Team and what do they have access to?

The Vendor Team is the group of individuals from an outside vendor who are associated with a Contract Room.

The Vendor Team has the ability to:

  • Submit variations.
  • Submit payment applications.
  • Send messages to the Owner Team. 

The Vendor Team will receive email notifications when:

  • The status of a payment application or variation is updated.
  • The Owner Team sends a message through the contract room.
  • A member of the Owner Team adds a payment application or variation.

How do I share or unshare a contract?

You can manage the sharing of a contract in the 'Sharing Status' area of the Contract tab. See Share a Contract in Portfolio Financials and Unshare a Contract in Portfolio Financials.

What emails are sent for the Contract Room?

The Owner Team will receive email notifications when:

  • A member of the Vendor Team submits a payment application or variation.
  • A member of the Vendor Team revises a payment application or variation.
  • A member of the Vendor Team sends a message through the Contract Room.
  • A member of the Owner Team approves or rejects a payment application or variation.

Why can't I edit an approved contract?

If your organization has the 'Contract Approvals' feature enabled, you may be unable to edit or attach additional documents to finalized contracts. If you see the error message 'Contracts cannot be edited after they are approved', your organization does not allow contracts to be edited after they have gone through an approval workflow.

If you need to edit an approved contract, you might consider the following options:

  • Contact Procore Support.
  • Reach out to your Procore point of contact directly.
  • Communicate with a Company Admin within your organization.