What is an invoice contact?

An Invoice Contact is a person who ensures that an invoice is submitted to an upstream contractor for payment. In Procore, an invoice contact is always an employee of the designated 'Contract Company' on a purchase order or subcontract. The contract company is the party responsible for performing work and/or supplying materials for a project. For customers in the United States using Procore's Progress Billings tool, this term is synonymous with progress billing contact.

Common Questions

• What permissions do invoice contacts need to create & submit subcontractor invoices in Procore?

• Do invoice contacts need to be granted special access permissions to Procore?

• How do I add invoice contacts to Procore?

• Unsure about your invoice contact status or missing an 'Invite to Bill'?

• When does Procore send an 'Invite to Bill'?

• Does an invoice contact need an 'Invite to Bill' to create an invoice?

• What can invoice contacts add or update in Procore?

• Do invoice contacts receive emails from Procore?

What permissions do invoice contacts need to create & submit subcontractor invoices in Procore?

This table details the permissions that invoice contacts need to create subcontractor invoices in Procore.

¹ Some Procore clients choose to provide invoice contacts with 'Standard' level permissions on the Commitments tool. It is important to note that providing external collaborators with permissions higher than 'Read Only' level permissions is NOT recommended by Procore.

Do invoice contacts need to be granted special access permissions to Procore?

No. When designated as an invoice contact on a commitment, Procore automatically adds the contact to the 'Private' list for that commitment. An invoice contact can then view the commitment and its invoices in Procore.

How do I add invoice contacts to Procore?

To add an invoice contact, an authorized user for the company managing the commitment in the Procore project must:

1. Add the subcontracting company to the Company Directory. The subcontracting company corresponds to the 'Contract Company' on a commitment. See Add a Company to the Company Directory. The user who will be the invoice contact must be added to the company. See Add Users to the Company.

    Notes 

   • Optional. You can select one (1) user to be the default invoice contact in a company record. See Add a Company to the Company Directory.

2. Grant the invoice contact's user account 'Read Only' level permissions on the Project level Commitments tool. Procore recommends managing invoice contact permissions with a project permissions template. See Manage Project Permissions Templates.

3. Add the 'Contract Company' and 'Invoice Contact' to the commitment. See Add Invoice Contacts to a Purchase Order or Subcontract.

4. Optional. Configure optional email notifications for the invoice contact:

   • To send an email notification when an invoice's status is changed to 'Approved', see Configure Settings: Invoicing.

Unsure about your invoice contact status or missing an 'Invite to Bill'?

• Invoice submission rights can only be granted by an invoice administrator. Contact the upstream collaborator to confirm that you have been added as an invoice contact on your commitment. See Add Invoice Contacts to a Purchase Order or Subcontract.

• If you can't find your 'Invite to Bill' (despite having sufficient permissions), the administrator may not have sent it. An invoice contact can still create a new invoice for their commitment in the Commitments tool. See Does an invoice contact need an 'Invite to Bill' to submit an invoice?

• If you lack invoice submission rights, contact the upstream collaborator. Some administrators prefer to collect your invoice in paper or digital form and create it on your behalf in their Procore project. Reach out to them for further instructions.

When does Procore send an 'Invite to Bill'?

When an invoice administrator for the Procore company account creates a new billing period, that user has the option to send out an automated billing invite to anyone who is either (1) named on the 'Private' list for the invoice or (2) a member of the Commitment tool's default 'Invoice Contact' list. See Add Invoice Contacts to a Purchase Order or Subcontract.

Does an invoice contact need an 'Invite to Bill' to create an invoice?

No. An invoice contact has several options for creating an invoice.

There are two ways to respond to an 'Invite to Bill' as an invoice contact: (1) from the 'Invite to Bill' email or (2) from the upstream collaborator's Project level Commitments tool. Use the second option when you know you have invoice contact permissions but the 'Invite to Bill' is missing or lost.

When responding to an invite, you can accept or decline it as follows:

• To respond to an 'Invite to Bill' email: Show/Hide

  • 1. Open your email Inbox.

    2. Look for the email message with the subject line, " "Project Name: User Name has invited you to bill."

    3. Open the 'Invite to Bill'.
       
       
       

    4. Review the Invoice Details:

       • Commitment. Shows the commitment number and name.

       • Invoice Type. Shows the invoice type. See Configure Settings: Invoicing.

       • Billing Period. The date range for the Open billing period.

       • Invited By. The first and last name of the sender. Typically, this is the invoice administrator.

       • Due Date. The date your invoice is due. Invoice contacts cannot create or submit an invoice in the Procore project after this date.

    5. Click one of these buttons to respond to the Do you want to bill this period? prompt:

       • Yes. Accept the invite and submit an invoice. This changes the invoice status to Accepted. Continue with the steps in Submit a New Invoice as an Invoice Contact.

       • No. Decline the invite if you don't want to submit an invoice for the Open billing period. This changes the invoice status to Declined.

• To respond to an 'Invite to Bill' in the Commitments tool: Show/Hide

  • Navigate to the project's Commitments tool.

  • Locate the commitment to which you were added as an invoice contact.

  • Under Do you Want to Bill this Period?, indicate your intent to submit an invoice by clicking the Yes button.
    

  • Click the Post Response button.

What can invoice contacts add or update in Procore?

You can only perform tasks in Procore when you are added as an invoice contact on a commitment in the upstream collaborator's Procore project. What you can do and how you do it depends on the options used by the upstream collaborator.

Do invoice contacts receive emails from Procore?

Yes. Procore sends email notifications to invoice contacts when these actions occur: