Email an Owner Payment Application

Objective

To send an owner payment application to the project owner to request payment. 

Background

After you create an payment application, you can send it to the owner by email. If the owner sends a reply to that email message, the response will appear in the Emails tab of the payment application. 

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Main Contracts 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:
  • Clicking the Email Payment Application button sends a PDF copy of the Detail tab to recipients. The Configurable PDF tab is NOT included in the outgoing email message. 

Prerequisites

• Create an Owner Payment Application

Steps

1. Navigate to the project's Payment Applications tool.
2. Click the Owner tab. Then click the main contract that you want to work with.
3. Click the Payment Applications tab. 
4. Click View next to the payment application you want to send by email.
5. Click Email Payment Application.
   

    Note

   The Email Payment Application button to send a PDF copy of the Detail tab to recipients. The Configurable PDF tab is NOT included in the outgoing email message. 
6. Complete the following fields:
   • To. Enter the names of any recipients. These will typically be an owner from whom you are requesting payment.
   • CC. Enter the names of any recipients for a carbon copy of the email message. 
   • Private. Place a checkmark in this box to limit access to the payment application email to the recipients. Users with 'Admin' permission always have permission to access the payment application email.
   • Subject. This field automatically populates with the number of the invoice.
   • Attachments. Attach any related documents or files.
   • Message. Include any messaging about the payment application that you want to send to recipients. 
7. Click Send.
   A YELLOW 'Communication Created' banner appears. Procore sends a copy of the Detail tab as a PDF attachment to the designated recipient(s) as an email message. A record of the outgoing message is saved in the 'Emails' tab of the payment application. Any replies to the email message must be sent to the 'To' address and are also saved in the 'Emails' tab. 

Next Steps

• Create a Record for a Payment Received