Email an Owner Payment Application

Objective

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

Background

After you create a 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

    • Access permissions to the Payment applications & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding or Main Contracts tool. Procore tool names vary, depending on the language or point-of-view dictionary configured in Procore. See What dictionaries and languages are available in the Procore web application?
    • If you are a collaborator (for example, an payment application contact employed by a company performing work on a project managed in Procore, your ability to perform invoice-related tasks is determined by the Procore company account holder. Settings that the account holder may choose to provide to you include:
      • A Procore User account.
      • Access permissions to the project's Commitments and/or Client Contracts, Funding or Main Contracts tool.
      • Membership on the 'Private' list of a specific contract or funding
      • Designated as an 'Invoice Contact' on the contract or funding.
• 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 Invoicing 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 tick 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