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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. 

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Downstream Payment applications

 Phased Release: New Admin & Collaborator Views for Subcontractor Payment applications
On March 23, 2022, the modernised subcontractor payment application experience was turned ON in all Procore project's using Procore's Payment application Management tools. To give you time to preview the design changes, Procore is providing users with the option to switch between the modernised and legacy experience until September 2023. After September 2023, the ability to exit out of the new experience will be removed and the legacy experience will no longer be available in Procore. To learn more, see Financial Management: New Admin & Collaborator Views for Subcontractor 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.

  • Payment application Administrator
  • Payment application Contact
  • Payment application Administrator
  • Payment application Contact
  • Payment application Administrator
  • Payment application Contact, but only on the most recent payment application.
  • Payment application Administrator Only
No No
Under Review

A downstream payment application contact has submitted the payment application to the upstream payment application administrator for review.

  • Payment application Administrator Only
  • Payment application Administrator
  • Payment application Contact
  • The BOQ is NOT editable
  • Payment application Administrator Only
No No
Revise & Resubmit 1

The payment application has been returned to the downstream payment application contact by the upstream payment application administrator.

  • Payment application Administrator
  • Payment application Contact
  • Payment application Administrator
  • Payment application Contact
  • Payment application Administrator
  • Payment application Contact
  • Payment application Administrator Only
No No
Approved

The payment application has been approved for payment by the upstream payment application administrator.

  • Payment application Administrator Only
  • Payment application Administrator
  • Payment application Contact
  • The BOQ is NOT editable
  • Payment application Administrator Only

Yes

 

Yes 2

Approved as Noted

The payment application has been approved for payment by the upstream payment application administrator with the noted exceptions.

  • Payment application Administrator Only
  • Payment application Administrator
  • Payment application Contact
  • The BOQ is NOT editable
  • Payment application Administrator Only
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.

  • Payment application Administrator Only
  • Payment application Administrator
  • Payment application Contact
  • The BOQ is NOT editable
  • Payment application Administrator Only
Yes   No

 Users with the appropriate permissions can delete subcontractor payment applications in the 'Draft' and 'Revise and Resubmit' status. To learn how, see Delete a Subcontractor Payment application from the Commitments Tool or Delete a Subcontractor Payment application from the Payment Applications Tool.

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.

subcontractor-additional-statuses.png

Additional Status Info Description
No Payment application Contacts
SBOQs Not Approved
Not Invited
  • The payment application contact has NOT been sent an 'Invite to Bill' for the current billing period
Invited
  • The payment application contact has been sent an 'Invite to Bill' for the current billing period.

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