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Forward a Subcontractor Invoice by Email

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 For Procore Customers in the United States

flag-us.png  When your company applies the 'Owners English' or 'Speciality Contractors English' point-of-view dictionary, you'll see different tool names and term changes in the user interface. Learn how to apply the dictionary options. 

  • To learn the differences: Show/Hide      

    • This table shows the differences in tool names (bold) and terms across the point-of-view dictionaries for Project Financials. These dictionaries are available in US English only. The default dictionary is designed for main contractors, which means that you will need to work with your Procore Administrator at your company and your Procore point of contact to access the other dictionary options. 

      Main Contractors

      English (United States) - Default

      Owners

      English (Owner Terminology V2)

      Speciality Contractors

      English (Speciality Contractor Terminology)
      Payment Applications Payment Applications Progress Billings
      Owner Funding Owner
      Owner/Client Owner/Client MC/Client
      Main Contract Variation Funding Variation Client Contract Variation
      Main Contracts Funding Client Contracts
      Revenue Funding Revenue
      Subcontract Contract Subcontract
      Subcontractor Contractor Subcontractor
      Subcontractor Bill of Quantities (SBOQ) Contractor Bill of Quantities (CBOQ) Subcontractor Bill of Quantities (SBOQ)

Objective

To forward a subcontractor invoice to Procore project users by email. 

Background

Once an invoice is created, a Procore project user granted the required user permissions can forward an invoice to recipients. Recipients must have a user account in the Project Directory. An invoice administrator can also set up a 'Commitments Distribution' list for recipients in the project's Commitments tool. This automatically populates the 'To' field with distribution list members when sending a new email. You can add or remove recipients before sending the invoice. 

Things to Consider

  • Required User Permissions:
    • You must be an invoice administrator.
      OR
    • You must have 'Standard' level permissions on the project's Commitments tool.

Steps

  1. Navigate to the project's Invoicing tool. 
  2. Click the Subcontractor tab. 
  3. Locate the invoice to distribute and click its Number link. 
  4. In the invoice, click the Emails tab. 
  5. In the Emails tab, click Email Invoice. 
  6. In the Email pane, click Email. 
  7. Under the Forward Invoice [Number] for Contract [Number - Date] area:
    • To. Select recipient(s) from the drop-down list.
       Tip
      Need a default distribution list? An invoice administrator can set up a 'Commitments Distribution' list in the project's Commitments tool. This auto-populates the 'To' field with list members when crafting a new email. See Configure Settings: Commitments.
    • CC. Select recipients from the drop-down list. 
    • BCC. Select recipients from the drop-down list. 
    • Private. Place a mark in the box to make the invoice 'Private' to recipients and administrators. 
    • Subject. Add a subject line for the commitment. 
    • Attachments. Attach any relevant files. You have these options:
      • Click Attach File(s) and select files from your computer.
        OR
      • Use a drag-and-drop operation to move files from your computer into the Attachments area.
    • Message. Type the message body in this box.
  8. Click Send. 
    Procore sends your email to the named recipients. A copy of the email and any replies are stored as a communication thread in the Emails tab of the invoice.