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Procore (en-GB)

Add Payment Application Contacts to a Purchase Order or Subcontract

Objective

To add an payment application contact to a purchase order or subcontract in a Procore project.

Background

While creating a purchase order or subcontract, you can add one or more payment application contact(s) using the steps below.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments tool.
       Notes
      • User permissions are NOT managed in the project's Invoicing tool. Instead, the Invoicing tool is designed for users with 'Admin' level permissions on the Main Contracts and/or Commitments tool. 
      • If you are a collaborator (for example, an payment application contact for a subcontracting company that is performing work for a main contractor managing your contract in Procore), your ability to perform payment application-related tasks is determined by the project team that controls these settings for your Procore user account: 
        • Your user account's permissions on the project's Commitments and/or Main Contracts tool.
        • Your membership on the 'Private' list of a specific main contract, purchase order, or subcontract.
        • Your designation as an 'Payment Application Contact' on a main contract, purchase order or commitment.
      • To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.
  • Additional Information:

Prerequisites

  • Add the payment application contact's user account to the Project Directory. See Add a User Account to the Project Directory.
     Notes
    • When adding or updating the payment application contact's user account in the Company Directory, ensure that:
      • The user account in the Company level Directory tool is set to Active.
      • The email address entered for the user account is valid.
      • The 'Send this User Messages' setting in the user account must be turned ON by selecting the Via Email option from the drop-down list.  
    • When adding or updating the 'Contact Information' on the company record's 'General' tab in the Company Directory, the user must be listed in the 'People' tab to appear as a selection in the Company Directory tool's 'Payment Application Contacts' drop-down list.
    • The users that you designate as 'Payment Application Contacts' in the Company Directory are then available in the 'Payment Application Contacts' drop-down list on a purchase order or subcontract.
  • Enable the 'Notify Subcontractors when Payment Applications are Approved' setting in the Commitments tool. See Configure Settings: Commitments.
  • Complete the steps in Create a Purchase Order or Create a Subcontract.

Steps

  1. Navigate to the project's Payment Applications tool.
  2. Click the Subcontractor tab.
  3. Locate the payment application to work with in the list. Then, click its Contract link to open the commitment contact. 
    inv-subcontractor-contract-link.png
  4. Click Edit.
  5. Under 'General Information', do the following:
    inv-sc-gen-info-payment application-contacts.png
    • Make sure the correct company is selected in the Contract Company drop-down list. 
    • Select one or more individuals from the Payment Application Contacts drop-down list. The users you select here are automatically added to the 'Private' drop-down list. 
       Notes

      To select a payment application contact from the 'Payment Application Contacts' list, the following must be true:

  6. Click Save.
     Tip

    When does Procore send email notifications to payment application contacts? An payment application contact receives an email message from Procore when:

    • The payment application's status is updated to Revise & Resubmit.
    • The Subcontractor BOQ status on the payment application is updated to Revise & Resubmit.
    • A user with 'Admin' level permissions on the project's Commitments tool does the following:
      • Clicks the Create & Email or Save & Email button on the General tab of the purchase order or subcontract. 
      • Sends an 'Invite to Bill' to the contact. 

 

If you would like to learn more about Procore’s invoice management software and how it can help your business, please visit our construction invoice management software product page here.