Skip to main content
Procore

Modernised commitment Payment Applications transition guide

  1. Last updated
  2. Save as PDF

Table of Contents

Overview

The modernised commitment Payment Applications experience offers a redesigned payment application interface, automated commitment payment application numbering, granular variation management, expanded retention controls, Procore Pay compatibility, line-item level approval and rejection and workflow routing driven by custom fields on the parent commitment.

The key benefits of the modernised commitment Payment Applications experience include:

  • Expanded retention controls: Set a Subcontractor default payment application type so administrators determine which columns are billable (Work and materials, retention or both) and define the default type for payment applications created without an Invite to Bill. Additionally, a warning banner alerts users whenever retention is released on a payment application.

  • Automated payment application numbering: Define a Company level numbering format for newly created commitment payment applications using components like Payment application position, Project number and Commitment number to ensure consistent numbering across all projects.

  • Configurable fieldsets and custom fields: Tailor payment application layouts and define custom fields for commitment payment applications to match your organisation's specific data collection needs.

  • Custom field workflow routing. Configure and route commitment payment application workflows based on custom fields on the parent commitment, automating payment application routing and reducing manual intervention and error.

  • Bulk line item updates: Select multiple or all Bill of Quantities (BOQ) line items and use the Edit values side panel to apply Work completed this period (%), Total to date (%) and retention percentages across all selected lines at once.

  • Procore Pay compatibility: Procore Pay is supported exclusively on the modernised experience, unlocking integrated lien waivers, payment application and vendor holds, compliance requirements and disbursements.

  • Granular variation management. Add or remove individual variations on an existing payment application, rather than accepting all or none.

  • Workflows support. Commitment Payment Applications support Procore Workflows, including continued use of your existing legacy (V1) workflows. For more information, see For customers using legacy (V1) workflows.

Things to Know

Recommendation

  • Procore will discontinue the legacy commitment payment applications experience on 12 January 2027. After that date, the legacy subcontractor payment application interface will no longer be available.

  • Change in behaviour: payment application amounts lock during review and approval

    • To support workflow controls and ensure payment application amounts do not change once a payment application is in review, the Bill of Quantities is no longer editable while a subcontractor payment application is in Under review or any Approved status.

    • Still editable by administrators in those statuses: general information, attachments and custom fields.

    • If bill of quantities amounts need to change, the payment application must be returned to an editable status first.

There are two ways to opt in, depending on the scope you need:

  1. Individual opt-in. Eligible users can switch themselves to the modernised experience using the opt-in banner on an existing payment application. This opts in only that user — no administrator involvement required.

  2. Project or company opt-in. A Procore administrator enables the modernised experience for an entire project or company through Procore Explore. This applies to everyone on those projects. In Procore Explore search for Remove Legacy commitment/Subcontractor Payment Applications Access.

Because individual opt-in is per-user, a project can have some users on the modernised experience and others on legacy at the same time. See Considerations and Transition steps.

For customers using legacy (V1) workflows

You do not need to migrate off legacy (V1) workflows before adopting modernised commitment Payment Applications. This is a change from prior guidance. However, the timing of your transition matters:

  • Legacy workflows become usable with the modernised experience on 13 October 2026. Until that date, Procore recommends evaluating the modernised experience on a test project but not fully transitioning your production projects. See transition path for customers using legacy (V1) workflows.

  • The individual opt-in banner does not appear for legacy workflow users today. It becomes available to you on 13 October 2026. Until then, a Project level opt-in through Procore Explore is your only route to the modernised experience.

  • Legacy workflows keep running. Nothing about how a legacy workflow behaves changes — the same steps, approvers, routing, conditions and history apply. What changes is where you act on them: legacy workflow items open and are responded to in the same New Workflows side panel used for Modernised Payment Applications.

  • In-flight work is not interrupted. Payment applications that are mid-approval when you transition stay in place, remain respondable and retain their history. You do not have to abandon, recreate or re-approve work already in progress.

  • Upgrading to New Workflows is self-service and optional. Workflow admin can upgrade the Payment Applications tool from legacy workflows to New Workflows on their own timeline, without contacting Procore support. This will also become available on 13 October 2026. 

Considerations

  • You can switch to the updated commitment Payment Applications experience at any time before 15 December 2026, when all remaining legacy experience users will be updated automatically.

  • No action is required before the migration date. If you take no action, your account will migrate automatically.

  • After the migration date, the legacy commitment Payment Applications experience is no longer available.

  • Users on the same project can be on different experiences. Individual banner opt-in applies only to the user who clicks it, so a project can have some user on the modernised experience and others on legacy at the same time. Expect this during evaluation and use a Project or Company level opt-in through Procore Explore when you need everyone aligned.

  • Individual opt-in cannot validate collaborator-facing behaviour. Because a solo opt-in leaves your approvers, payment application administrators and payment application contacts on the legacy experience, it will not surface issues in approval routing, line-item review or anything a subcontractor sees when submitting. Use a Project level opt-in on a test project.

  • Opt-in eligibility depends on your workflow version until 13 October 2026. If your Payment Applications tool uses legacy (V1) workflows, the individual opt-in banner does not appear and a Project or Company level opt-in through Procore Explore is your only route to the modernised experience.

Comparison

The following matrix details key feature enhancements and benefits of transitioning from legacy to modernised commitment Payment Applications:

Feature
Legacy commitment Payment Applications
Modernised commitment Payment Applications

Procore Pay

Not supported.

Supported. Enables Procore Pay lien waivers, payment application and vendor holds, payment application compliance requirements, payment requirements and disbursements.

Primary design layout

A fixed table layout with limited on-screen detail.

A modernised, more intuitive layout consistent with Procore's other financial tools.

Retention controls

Limited administrative control over billable retention.

Subcontractor default payment application type setting controls billable columns (Work and materials and/or retention) and the default payment application type for subcontractor-created payment applications. A warning banner appears when retention is released.

Workflow routing

Static routing configured on the workflow.

Route based on custom fields on the parent commitment and many other conditional steps, automating payment application routing.

Custom fields & fieldsets

Not configurable.

Configurable fieldsets and custom fields on main contract payment applications.

Exports

PDF with attachments was compiled and emailed when ready.

Export > PDF with attachments downloads the compiled PDF directly.

Workflows

Legacy (V1) workflows only, actioned on a separate workflow screen.

Support new workflows and legacy (V1) workflows, both actioned in the new workflows side panel.

Payment application numbering

Payment application # is a free-form field; payment application contacts enter their own reference number. 

Optional Company level automated numbering format built from components such as payment application position, project number and commitment number. Generated numbers are non-editable. (Requires Company level opt-in.) 

Transition Steps

 Important

There are two ways to opt into the modernised experience, differing in scope and eligibility. Choose the method on who needs access and review the eligibility requirements for Option 1 before proceeding.

  1. Option 1: Opt in as an individual user (evaluation)

  2. Option 2: Opt in an entire project or company (rollout)

Eligibility note: Individual banner opt-in is available only for users whose project Payment Applications tool does not use workflows. If your Payment Applications tool relies on legacy (V1) workflows, the opt-in banner will not appear in your interface until 13 October 2026. Until that date, use Option 2 (project or company-wide opt-in via Procore Explore). For full details, see Transition path for customers using legacy (V1) workflows.

Any eligible user with access to subcontractor payment applications can opt themselves in directly from a payment application — no administrator involvement required.

  1. Open the commitments tool from the project tools drop-down menu.

  2. Under the Contracts tab, click the Number link for a commitment, then open an existing payment application from the payment application tab.

  3. In the beta opt-in banner at the top of the payment application, click to switch to the modernised experience.

What this does and does not do:

  • It opts in only you. Every other user on the project including approvers, payment application administrators and the payment application contacts who submit payment applications continues to see the legacy experience until they opt themselves in or an administrator enables the feature for the project or company.

  • It is the fastest way to evaluate the modernised experience and the right first step before committing a project to it.

  • It is not sufficient for testing a real billing cycle. Commitment Payment Applications is inherently collaborative subcontractors submit, administrators review, approvers route and a solo opt-in leaves everyone else on the legacy experience. Use Option 2 on a test project to validate Invite to Bill, line-item review and approvals.

 Note
Until 12 January 2027 there will be a banner that will allow users to opt back out unless you follow Option 2. 

Option 2: Opt in an entire project or company (rollout)

To give everyone on a project or across your company the modernised experience, a Procore administrator enables it through Procore Explore. This option is available to all customers, including those using legacy (V1) workflows — and until 13 October 2026, it is the only route available to them.

  1. Navigate to the Company level Admin tool.

  2. Click Procore Explore.

  3. In the Procore Explore catalogue, scroll or search for Remove legacy commitment/subcontractor Payment Applications access and select Join programme

  4. Select the specific project(s) or user(s) where you want to activate the modernised experience and select Save & Join.

     Note
    You can also enable the modernised experience company-wide through Procore Explore.

  5. Open the commitments tool from the project tools drop-down menu.

  6. Under the Contracts tab, click the Number link for the commitment you want to payment application, then click Create > Create payment application.

  7. Confirm that the modernised experience is active:

    • The payment application is presented on a single page. 

    • The page uses the modernised financial tools layout.

    • Using tickboxes on the Bill of Quantities allows you to bulk update selected lines. 

  8. Create a test subcontractor payment application on your sample project and validate it end to end — Invite to bill, line-item review, retention, approvals and export — before enabling the modernised experience company-wide.

Transition path for customers using legacy (V1) workflows

Recommendation

Evaluate the modernised experience today on sample projects, but delay company-wide rollout until 13 October 2026. Legacy (V1) workflows will not support the modernised experience until 13 October 2026. You can opt in early, but doing so before 13 October will prevent payment applications from routing through your existing legacy approval workflows.

What "evaluate" and "fully transition" mean here

 

Evaluate (safe to do now)

Fully transition (wait until 13 October 2026)

Purpose

Get familiar with the modernised experience and confirm it meets your needs.

Run your live billing cycles in the modernised experience.

Where

A dedicated test project.

Production projects.

What you exercise

Layout, bill of quantities, variation management, retention controls, line-item review, exports.

All of the above, plus Invite to Bill with live subcontractors and payment application approvals routed through your legacy workflows.

Approvals

Do not rely on legacy workflow approvals during this period.

Legacy workflow approvals are supported in the modernised experience.

Timeline

Date

What changes for legacy (V1) workflow customers

Today

Evaluate the modernised experience on a test project via Procore Explore. The individual opt-in banner does not appear for you. Legacy workflows cannot be used with the modernised experience, so hold off on transitioning production projects.

13 October 2026

Legacy workflows become usable with the modernised experience and the individual opt-in banner becomes available to you. You can begin fully transitioning production projects to modernised Payment Applications and start and respond to legacy workflow items in the New Workflows side panel.

15 December 2026

All users lose access to legacy Payment Applications. 

Phase 1 — Evaluate now (before 13 October 2026)

  1. Identify or create a test project that is not running live billing.

  2. Enable the modernised commitment Payment Applications experience on that project through Procore Explore using the steps in Option 2.

  3. Create test subcontractor payment applications and exercise the feature set — Bill of Quantities, adding and removing individual variations, retention controls, line-item approval and rejection and exports.

  4. Note any gaps against your current process and raise them with your Procore point of contact while you still have time before transitioning.

  5. Do not enable the modernised experience on live projects during this phase and do not rely on legacy workflow approvals in your testing.

Phase 2 — Transition (13 October 2026 or later)

  1. Confirm that legacy workflow support is live in the modernised experience in your environment.

  2. Enable the modernised commitment Payment Applications experience on a production project through Procore Explore. Individual users can also opt themselves in from the payment application opt-in banner as of this date.

  3. Run a full billing cycle on that project, including invite to bill, line-item review, payment application approvals routed through your existing legacy workflows and export.

  4. Confirm that legacy workflow items start and respond correctly in the New workflows side panel.

  5. Enable remaining projects or your entire company, once that cycle completes cleanly.

 Note
Approval and collaborator testing is the one thing individual banner opt-in cannot fully validate. Because the banner opts in only the user who clicks it, your approvers and the subcontractors who submit payment applications may still be on the legacy experience. To confirm this behaviour before rolling out, use a Project level opt-in through Procore Explore so everyone involved is on the same experience.