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Procore Support (en-au)

Add Progress Claim Contacts to a Purchase Order or Subcontract

Objective

To add an progress claim contact to a purchase order or subcontract in a Procore project.

Background

While creating a purchase order or subcontract, you can add one or more progress claim contact(s) using the steps below.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments 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 Head Contracts and/or Commitments tool. 
      • If you are a collaborator (for example, an progress claim contact for a subcontracting company that is performing work for a head contractor managing your contract in Procore), your ability to perform progress claim-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 Head Contracts tool.
        • Your membership on the 'Private' list of a specific head contract, purchase order, or subcontract.
        • Your designation as an 'Progress Claim Contact' on a head 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:

Prerequisites

  • Add the progress claim contact's user account to the Project Directory. See Add a User Account to the Project Directory.
     Notes
    • When adding or updating the progress claim contact's user account in the Company Directory, ensure that:
      • The user account in the Company level Directory tool is set to Active.
      • The email address entered for the user account is valid.
      • The 'Send this User Messages' setting in the user account must be turned ON by selecting the Via Email option from the drop-down list.  
    • When adding or updating the 'Contact Information' on the company record's 'General' tab in the Company Directory, the user must be listed in the 'People' tab to appear as a selection in the Company Directory tool's 'Progress Claim Contacts' drop-down list.
    • The users that you designate as 'Progress Claim Contacts' in the Company Directory are then available in the 'Progress Claim Contacts' drop-down list on a purchase order or subcontract.
  • Enable the 'Notify Subcontractors when Progress Claims are Approved' setting in the Commitments tool. See Configure Settings: Commitments.
  • Complete the steps in Create a Purchase Order or Create a Subcontract.

Steps

  1. Navigate to the project's Invoicing tool.
  2. Click the Subcontractor tab.
  3. Locate the progress claim to work with in the list. Then, click its Contract link to open the commitment contact. 
    inv-subcontractor-contract-link.png
  4. Click Edit.
  5. Under 'General Information', do the following:
    inv-sc-gen-info-progress claim-contacts.png
    • Make sure the correct company is selected in the Contract Company drop-down list. 
    • Select one or more individuals from the Progress Claim Contacts drop-down list. The users you select here are automatically added to the 'Private' drop-down list. 
       Notes

      To select an progress claim contact from the 'Progress Claim Contacts' list, the following must be true:

  6. Click Save.
     Tip

    When does Procore send email notifications to progress claim contacts? An progress claim contact receives an email message from Procore when:

    • The progress claim's status is updated to Revise & Resubmit.
    • The Subcontractor SOV status on the progress claim is updated to Revise & Resubmit.
    • A user with 'Admin' level permissions on the project's Commitments tool does the following:
      • Clicks the Create & Email or Save & Email button on the General tab of the purchase order or subcontract. 
      • Sends an 'Invite to Bill' to the contact. 

 

If you would like to learn more about Procore’s invoice management software and how it can help your business, please visit our construction invoice management software product page here.