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About Subcontractor Payment applications (Legacy)

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 Legacy Content

This page details the legacy subcontractor payment application experience. A modernised experience is also available. 

Objective

To provide Procore users with information about subcontractor payment applications in Procore. 

Background

In Procore, a subcontractor payment application originates in the Project Commitments tool. Before you can create a payment application, your project team must create a commitment for the project, establish a billing period and decide which internal users and/or external collaborators will be granted permission to submit new payment applications.

 Tip
A Subcontractor Payment application is a request for payment submitted by a business or individual who has entered into a binding agreement with another contracting party. In Procore, a subcontractor payment application is an equivalent term for a payable payment application.

Workflow

 

 
Accept or Decline an 'Invite to Bill' as a Payment Application Contact
Accept or Decline an '...
DRAFT
DRAFT

 

 

 

 
START
START
Does the purchase order or subcontract have an 'Invoice Contact'?
Does the purchase order or subcontract have...
Add Payment application Contacts to a Purchase Order or Subcontract
Add Payment application Contacts t...
Create Automatic Billing Periods
Create Automatic Billi...

 
Create Manual Billing Periods
Create Manual Billing...
AUTOMATIC
AUTOMATIC
MANUAL
MANUAL
How do you want to create the current billing period?
How do you want to create the c...
COMMITMENTS
COMMITMENTS
PAYMENT applications
PAYMENT applications
Add an 'Invoice Contact' with the Commitments or Payment applications tool?
Add an 'Invoice Contact' with the Co...

 
Add Payment application Contacts to a Purchase Order or Subcontract
Add Payment application Contacts t...
INVOICE CONTACT
(an external collaborator)
INVOICE CONTACT...
INVOICE ADMINISTRATOR
(an internal user)
INVOICE ADMINISTRATOR...
Who will create the new payment application?
Who will create the new payment application?
Optional Step
Optional Step
LEGEND
LEGEND
Payment application Administrator (an internal user)
Payment application Administrato...
Payment application Contact
(an external collaborator)
Payment application Contact...
Commitments
Commitments
Payment Applications
Payment Applications

 
Create a New Payment application on Behalf of the Payment application Contact
Create a New Payment application o...

 
END
END

 
Send an 'Invite to Bill' to a Payment Application Contact
Send an 'Invite to...

 
Revise and Resubmit a Payment Application as a Payment Application Contact
Revise and Resubmit an...
REVISE AND RESUBMIT
REVISE AND RESUBMIT
Does the payment application contact want to submit a payment application for the current billing period?
Does the payment application contact want t...
RECEIVE EMAIL
RECEIVE EMAIL
ACCEPTED
ACCEPTED
 
Did the Payment application Administrator reject any line items on the payment application?
Did the Payment application Administrator...

 
END
END
DECLINED
DECLINED
 
General Availability
Submit a New Payment application as a Payment Application Contact
General Availability...
Review a Payment Application as a Payment Application Administrator
Review a Payment Application as an I...
Are you using one of the supported ERP Integrations to sync payment applications? 
Are you using one of the suppo...
DRAFT
DRAFT

 
 
 
Limited Release
Submit a New Payment application as a Payment Application Contact
Limited Release...
Continued from the 'Create a Commitment' workflow
Continued from the 'Create a C...
Continue to the 'Export Approved Subcontractor Payment applications to ERP' workflow
Continue to the 'Export Approv...

Workflow Details

  1. Configure the advanced workflow in the Commitments tool to set up monthly billing periods and billing dates. You can also enable reminder emails for payment application invitations. See Configure Advanced Settings: Commitments
  2. Create a billing distribution for payment applications for each commitment so you can select who you want to receive payment application invitations. See Create Payment application Contacts.
  3. Create a billing period to send payment applications out for. See Start a New Billing Period.
  4. Send Payment application invitations to the billing distribution. See Send Subcontractor Payment application Invitations.
  5. Subcontractors who were invited to create payment applications can do so by clicking the link in their invitation email. To edit their payment application or create on their behalf, see Create a Payment Application on Behalf of a Subcontractor.

Note: For users with the Procore + QuickBooks® Desktop integration, you can also export subcontractor payment applications. See Export Subcontractor Payment applications from Procore to QuickBooks® Desktop.