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Procore (en-GB)

Email an Owner Payment Application

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Objective

To send an upstream payment application to your Procore project's upstream collaborator by email. 

Background

After creating an upstream payment application that bills against a client contract, funding or main contract, you can send a copy of the payment application's 'Detail' tab to your upstream collaborator to review. Once reviewed, your collaborator can then reply directly to that message to indicate that they have approved your payment application for payment (or to supply you with a reason for rejecting your payment application). To ensure that your collaborator's response is captured in writing, Procore saves all replies to your outgoing message's 'From' address in the Emails tab on the payment application. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Client Contracts, Funding or 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 copy of the payment application's 'Detail' tab to the designated recipients.
    • The data on the 'Configurable PDF' tab of the payment application is NOT provided with this email message. 

Steps

  1. Navigate to the Project level Payment applications or Progress Billings tool. 
  2. Click the Owner tab. 
  3. In the table, locate the payment application that you want to send. 
  4. Click the Payment application # link to open it. 
    This opens the payment application in your browser window. 
  5. Click the Email Payment application button. 
    This launches the 'Forward Payment application #[#] for Main Contract #[#]  - [Billing Period Start - Billing Period End]' window in the Emails tab of the payment application. 
     Notes
    • The Email Payment application button sends a copy of the payment application's 'Detail' tab to the designated recipients.
    • The data on the 'Configurable PDF' tab of the payment application is NOT provided with this email message. 
    email-invoice.png
  6. Complete the following fields:
    • To. Enter the name of the person you are requesting payment from.
    • CC. Enter in names of people you want to be copied on the email thread. Your name appears in this field by default. 
    • Private. Mark this tickbox if you only want the payment application to be available to the payment application administrator and those named in the To/Cc fields.
    • Subject. This field will populate with the number of the payment application.
    • Attachments. Attach any related documents or files.
    • Message. Include an additional message regarding the payment application. 
  7. Click Send.
    A YELLOW 'Communication Created' banner appears to confirm the outgoing message has been created and added to Procore's outgoing email queue.
     Note
    • A record of your outgoing message is saved in the 'Emails' tab on the payment application.
    • Any messages sent to the 'From' address on your outgoing message are automatically saved in the payment application's 'Emails' tab. This provides your message recipients with the convenience to use the reply feature in their email program. It also captures your collaborator's approve or reject responses in writing. 

See Also