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
Downstream Payment applications

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 was submitted to an payment application administrator for review.
Revise & Resubmit	The payment application was rejected as submitted by a payment application administrator. The payment application contact must re-submit the payment application. Costs are NOT reflected in the budget.
Approved	The payment application was approved by a 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 Speciality Contractor 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
Additional Status Info

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

¹ Users with the appropriate permissions can delete subcontractor payment applications in the 'Draft' and 'Revise and Resubmit' statuses. See Delete a Subcontractor Payment application. Procore also sends an email notification to the payment application contact when the status changes to 'Revise and Resubmit'.

²If 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	An payment application contact has NOT been assigned to the contract.
SBOQs Not Approved	The Subcontractor BOQ (SBOQ) has NOT been approved by the payment application administrator.
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.