A default assignee is a team member who is automatically assigned to incoming invoices. Instead of manually assigning every invoice that arrives, you can configure default assignees so that the right person is responsible from the moment an invoice enters inBuild.

Default assignees can be configured in two places, each at a different level of specificity:

• Outlook integration level — applies to all invoices received through a specific connected Outlook account.

• Project level — applies to invoices that are matched to a specific Procore project, and overrides the Outlook-level default.

If your company uses approval rules, a third option — Set first reviewer as assignee — can override both of the above.

How the Assignment Priority Works

When an invoice arrives via email, inBuild applies default assignees in a specific order. More specific settings override more general ones:

1. Outlook default assignee — When a connected Outlook account receives an email with an invoice, the invoice is initially assigned to the default assignee configured for that Outlook integration.

2. Project default assignee — After inBuild's AI identifies which Procore project the invoice belongs to, the project-level default assignee takes over. If a project has a default assignee configured, it replaces the Outlook-level assignee.

3. First reviewer as assignee (if enabled) — If your company has both approval rules enabled and the Set first reviewer as assignee setting turned on, the first reviewer in the approval chain becomes the assignee. This overrides both the Outlook and project-level defaults.

Setting a Default Assignee for an Outlook Integration

The Outlook-level default assignee applies to every invoice that arrives through a specific connected Outlook account. When you first connect an Outlook account, the person who connects it is automatically set as the default assignee.

How to Change the Outlook Default Assignee

1. Navigate to Settings → Outlook.

2. Click on the Outlook account you want to configure.

3. In the Email Processing Settings card, locate the Default Assignee setting.

4. Click the assignee dropdown on the right side of the row.

5. Select a team member from the list, or choose No assignee to clear the default.

The change is saved automatically. All future invoices received through this Outlook account will be assigned to the selected person (unless overridden by a project-level default or approval rule).

Setting a Default Assignee for a Project

Project-level default assignees let you route invoices to different team members based on which Procore project the invoice belongs to. This is useful when different project managers handle their own invoices.

How to Set a Project Default Assignee

1. Navigate to Settings → Procore.

2. Scroll down to the Active Projects section.

3. Find the project you want to configure. Use the search bar to filter projects by name, or use the dropdown to show Active Only or Inactive Only projects.

4. Click the Default Assignee dropdown in that project's row.

5. Select a team member from the list, or choose No assignee to clear the default.

The change is saved automatically.

Using the Expanded View

If you need to configure default assignees for many projects at once, you can use the expanded view for a larger working area.

1. Click the expand icon (double-arrow) in the top-right corner of the Active Projects table.

2. A full-screen dialog opens with the heading Project Configuration, showing all your projects with their default assignee settings.

3. Update the Default Assignee for each project as needed.

4. Close the dialog when you are done. All changes are saved automatically.

Interaction with Approval Rules

If your company uses approval rules, the Set first reviewer as assignee setting can change how default assignees work.

When both of these conditions are true:

• Require approvals for invoices is turned on

• Set first reviewer as assignee is turned on

…then the project-level default assignee is skipped entirely during processing. Instead, the first reviewer in the matching approval chain is set as the assignee when an invoice is submitted for approval. The Outlook-level default assignee is still applied initially when the invoice is created, but it will be overridden once the approval workflow runs.

How to Enable or Disable First Reviewer as Assignee

1. Navigate to Settings → Approvals.

2. Locate the Set first reviewer as assignee toggle.

3. Toggle it on or off. The change is saved automatically.

Frequently Asked Questions