What are the default statuses for Procore payment applications?
Answer
In Procore, there are two types of payment applications: An upstream payment application and a downstream payment application. Both can be placed in different statuses that represent a particular state—from a draft state to being submitted for review, to being rejected or to being approved for payment.
To learn more, see the information below:
Upstream Payment applications
The table below details the different statuses that you'll see when managing your upstream payment applications. In Procore, upstream payment applications include:
- MC/Client payment applications for the Clients Contracts and Progress Billings tools.
- Funding payment applications for the Funding and Payment applications tools.
- Main contract payment applications for the Main Contracts and Payment applications tools.
| Status | Description |
|---|---|
| Draft | The payment application is currently in the 'Draft' state. |
| Under Review | The payment application has been submitted to the payment application administrator for review. |
| Revise & Resubmit | The payment application has been rejected as submitted. The payment application contact must revise and re-submit the payment application to the payment application administrator. Costs are NOT reflected in the budget. |
| Approved | The payment application has been approved by the payment application administrator. |
Downstream Payment applications
The tables below detail the different statuses and additional status information that is available for your downstream payment applications. If you are a main contractor or speciality contractor, this includes the subcontractor payment applications that bill against a project's commitments. If you are an owner, this includes the contractor payment applications that bill against a project's commitments.
Statuses
The table below lists the available statuses and meanings of each status. The table also details who can edit parts of the payment application while a payment application is in a particular status. It also shows how the status of a payment application affects Procore's ability to reflect costs in the project's Budget tool.
| Status & Description | Who can edit the General Information card on a payment application? | Who can add attachments to a payment application? | Who can edit the Bill of Quantities on a payment application? | Who can review BOQ line items on a payment application? | Can send a payment application to the Procore + DocuSign integration? | Are costs reflected in the project's Budget tool? |
|---|---|---|---|---|---|---|
|
Draft 1 The payment application is currently in the 'Draft' state. |
|
|
|
|
No | No |
| Under Review
A downstream payment application contact has submitted the payment application to the upstream payment application administrator for review. |
|
|
|
|
No | No |
| Revise & Resubmit 1
The payment application has been returned to the downstream payment application contact by the upstream payment application administrator. |
|
|
|
|
No | No |
| Approved
The payment application has been approved for payment by the upstream payment application administrator. |
|
|
|
|
Yes
|
Yes 2 |
|
Approved as Noted The payment application has been approved for payment by the upstream payment application administrator with the noted exceptions. |
|
|
|
|
Yes |
Yes 2 |
|
Pending Owner Approval The payment application has been submitted by the upstream payment application administrator to the upstream project owner or funding source for review. |
|
|
|
|
Yes | No |
1 Users with the appropriate permissions can delete subcontractor payment applications in the 'Draft' and 'Revise and Resubmit' statuses. To learn how, see Delete a Subcontractor Payment application from the Commitments Tool or Delete a Subcontractor Payment application from the Payment Applications Tool. Procore also sends an email notification to the payment application contact when the status changes to 'Revise and Resubmit'.
2 If the 'Job to Date Cost's column is included on the budget view being applied to your data, the payment application amounts are reflected in the 'Job to Date Costs' column. See What are Procore's standard budget views? and What are Procore's standard budget views for ERP Integrations?
Additional Status Info
In the Subcontractor tab, you will also see additional status information reflected in the counts that appear at the top of the project's Payment applications tool on the Subcontractor tab and/or in the 'Status' column of the payment application table.
| Additional Status Info | Description |
|---|---|
| No Payment application Contacts |
|
| SBOQs Not Approved |
|
| Not Invited |
|
| Invited |
|