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Accept or Decline an 'Invite to Bill' as a Payment Application Contact

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Objective

To accept or decline an 'Invite to Bill' as an payment application contact.

Background

If you are the designated 'Invoice Contact' for a subcontracting company, the payment application administrator will create a billing period in Procore. After the billing period is open, the payment application manager will also send you an email message with the subject line, "Project Name: User Name has invited you to bill."  This 'Invite to Bill' message is sent as a courtesy reminder to help ensure that you create a new subcontractor payment application before the billing period's 'Due Date'. You have the option to accept or decline the invitation to bill.

Things to Consider

  • Required User Permissions:
    • To accept or decline the 'Invite to Bill' email message, 'Read Only' level permissions on the project's Commitments tool.
      AND
    • Your user account must be designated as a payment application contact on the purchase order or subcontract.

Prerequisites

Steps

  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-this-period.png
  4. Review the Payment application Details:
    • Billing Period. Indicates the date range for the current billing cycle for which you can submit a payment application. 
    • Invited By. The name of the Procore user who sent you the 'Invite to Bill.' This is typically the payment application administrator. 
    • Due Date. The date your payment application is due. You cannot submit a payment application in Procore after this date passes.  
  5. Respond to the Do you want to bill this period? question:
    • Yes. If you are ready to create a new payment application for this billing period, click this button to open the new payment application page in the Procore web application. Procore changes the status of the payment application to 'Accepted.'
       Notes
      • If you are not currently logged into your Procore user account, you will be required to enter your login credentials to validate that you have been granted the appropriate permission to open the New Payment application page. 
      • If you do NOT create the payment application now, you will not be able to view your payment application using the 'payment applications' tab of the commitment until you complete the steps in Submit a New Payment application as a Payment Application Contact.  
      • If you are attempting to log in after the billing period's 'Due Date,' a banner message appears to notify you that the due date has passed and you will not be permitted to submit a payment application at this time. 
      • If you want to submit a payment application after the 'Due Date,' you must contact the company you performed work to request that they create the payment application on your behalf. See Create a Payment Application on Behalf of a Payment Application Contact.
    • No. If you do NOT want to create a new payment application for this billing period click this button. Procore records your response and displays the following confirmation message to show you indicated that you did not want to bill this period. 

      no-response-invite-to-bill.png
       Tip
      If you misplaced or inadvertently deleted your 'Invite to Bill', see Does a payment application contact need an 'Invite to Bill' to submit a payment application?