Invoice Administrator Guide

The steps to follow depend on the management method your team decides to use:

• Manage Insurance Compliance Status with the Commitments Tool

• Manage Insurance Documents and Compliance Status with the Directory Tool

Manage Insurance Compliance Status with the Commitments Tool

If your company simply wants to track whether a commitment is compliant with insurance requirements or not, users with the appropriate permissions can input the commitment's status directly in the Commitments tool.

1. Navigate to the Project level Commitments tool.

2. Under the Contracts tab, locate the commitment to work with.

3. Click the Number link to open it.

4. Click the Compliance tab.

5. In the Insurance card, click the Edit button.

    Note

   When managing insurance compliance status with the Commitments tool, you do not use the Add Insurance button. The add button is only used when managing insurance documents and compliance status with the Directory tool. See Manage Insurance Documents and Compliance Status with the Directory Tool.

   

6. In the Compliance Status drop-down list, select one of the following statuses:

   • Compliant. If the commitment contract is in compliance with its insurance requirements, select this option.

   • Not Compliant. If the commitment contract is NOT in compliance with its insurance requirements, select this option.

   • Not Required. If tracking compliance status is not required for this commitment, select this option. Selecting this option has no effect on the commitment's overall insurance compliance status.

7. Enter any information about the insurance compliance status in the Description field.

8. Click Save. This saves the insurance compliance status and logs your entry in the commitment's Change History tab. You can change the status or description at any time using the Edit button.

    Tip

   Want to switch from managing insurance compliance with the Commitments tool to managing insurance documents and compliance status with the Directory tools? If you initially manage insurance compliance status with the Commitments tool and later decide to manage insurance documents and compliance statuses with the Directory tools, any previous compliance status changes are saved in the commitment's Change History tab. See View the Change History of a Commitment. After you switch, insurance changes are logged in the Company or Project level Directory tool's Change History tab.

Manage Insurance Documents and Compliance Statuses with the Directory Tools

If your company adds insurance documents for your contractors, subcontractors, and vendors in the Company and/or Project Directory tools, Procore automatically manages the insurance compliance status of each document for you.

Steps

1. Navigate to the Project level Commitments tool.

2. Under the Contracts tab, locate the commitment to work with.

3. Click the Number link to open it.

4. In the commitment, click the Compliance tab.

5. Scroll to the Insurance card.

6. Choose from these options:

    Note

   When managing insurance information with the Directory tools, actions are always logged in the Change History tab of the corresponding Directory tool instead of the commitment's Change History tab.

   • Add Insurance

   • View Insurance

   • Edit Insurance

   • Remove Insurance

Add Insurance

To add new insurance information, choose the appropriate option:

After you choose a menu option, Procore launches the Company or Project level Directory tool and opens the company profile of the 'Contract Company' to the Insurance tab. You can then follow the steps in:

• Add Insurance to a Company Record in the Company Directory

• Add Project Insurance to a Company Record in the Project Directory

View Insurance

If the 'Contract Company' on the commitment has any existing insurance information stored in the company profile of the Directory tools, that insurance information appears as rows in the table in the commitment's Insurance card.

Insurance Card

This table details the elements of the Insurance card in a commitment.

Edit Insurance

To edit existing insurance documents, click the Edit button and choose the Company Insurance or Project Insurance menu option. This launches the corresponding Directory tool and opens the company profile to the Insurance tab.

Next, click the Edit button in the Insurance tab of the company profile in the corresponding Directory tool. To learn about your editing options, see:

• Add Insurance to a Company Record in the Company Directory

• Add Project Insurance to a Company Record in the Project Directory

Remove Insurance

Insurance documents must be removed from the Directory tools. To remove insurance, click the Edit button and choose the Company Insurance or Project Insurance menu option. This launches the corresponding Directory tool and opens the company profile to the Insurance tab.

You can then follow the steps in:

• Remove Company Insurance

• Remove Project Insurance