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Procore (en-GB)

About Subcontractor Payment Applications

Objective

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

Background

Procore's Payment application Management product includes the Project level Payment applications tool, which supports two types of payment applications on a construction project:

Procore's Payment application Management tools supports progress billing, so your team can incrementally collect, review and approve payment applications for the agreed upon progress milestones or billing cycles identified in your contracts. The inital steps in the payment applications process are:

  • Create the purchase orders and subcontracts for your project (see Create a Commitment).  To incorporate Procore's Payment application Management tools in your environment, you must designate an payment application contact for your collaborators on a commitment. In this scenario, your downstream collaborators are the contractors, subcontractors, vendors and suppliers who will be billing you for the work they perform on your project.
  • Set up a billing period in your Procore project using Procore's Payment applications tool. In this documentation, we refer to the person responsible for managing the payment applications process as the payment application administrator. The payment application administrator creates billing period to organise all of your payment applications. Billing periods can be created monthly, weekly or a custom length. 
  • Decide who will have permission to submit payment applications on your project—your team or your collaborators. You can choose to create payment applications on behalf of your collaborators or you have the option to send your collaborator's payment application contacts an 'Invite to Bill'—which is a courtesy reminder sent by email to submit a payment application for work performed by the due date. Once all of the subcontractor payment applications are submitted, you can generate your project's main contract payment applications based on your subcontractor payment applications. 

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

Create Your Subcontractor Payment applications in Procore

In Procore, a subcontractor payment application is considered a downstream payment application. The basic steps for creating payment applications in Procore include:

Step Description Learn More
Decide who can create payment applications in your environment Decide which option is a fit for your Procore project environment:
 
(1) Grant access permissions to provide downstream collaborators with the ability to submit their own payment applications in Procore. These users are called payment application contacts.
(2) Collect paper or digital payment applications from your downstream collaborators and require your team members to create payment applications. 
What do we need to consider before allowing downstream collaborators to submit payment applications in Procore?
Create your project's commitment contracts Create the commitments on your project. Downstream payment applications can only be created from an existing commitment.  Create Commitments
Optional: Add payment application contacts to your commitments Optional: If you decide to let downstream collaborators submit their own payment applications, you must add the appropriate payment application contact to each commitment.  Add Payment application Contacts to a Purchase Order or Subcontract 1
Create a billing period for your payment applications Create a billing period, which defines the start, end and billing date for a payment application.  Create Manual Billing Periods or Create Automatic Billing Periods 2
Optional: Invite payment application contacts to submit payment applications Optional: If an payment application contact is submitting their own payment application, send them an invite to bill.  Send an 'Invite to Bill' to a Payment Application Contact 2
Submit payment applications by the billing date Optional: If an payment application contact is submitting their own payment application, show them how to respond to an invite to bill. See Accept or Decline an 'Invite to Bill' as a Payment Application ContactThen ask them to complete the steps in Submit a New Payment application as a Payment Application Contact2

If an payment application administrator is submitting a payment application, follow the steps in Create a Subcontractor Payment application on Behalf of a Payment Application Contact2
Create a Subcontractor Payment application 2
Review submitted payment applications Once submitted, an payment application administrator can review each line item on the payment application's Bill of Quantities and either approve or reject each line item. If one (1) or more line item is rejected, uses can Review a Subcontractor Payment application as an Admin2 If all line items are approved, you can change the payment application status to 'Approved'.   Review a Subcontractor Payment application as an Admin 2
Revise and resubmit payment applications If an payment application administrator rejects one (1) or more payment application line items, users can make fixes and corrections until all the line items on the payment application's Bill of Quantities are approved.  Revise & Resubmit a Payment Application as a Payment Application Contact 2

1 You can also add payment application contacts using the Project level Commitments tool. See Add Payment application Contacts to a Purchase Order or Subcontract.

2 flag-us.png flag-canada.png These tasks can also be completed with the Progress Billings tool. The Progress Billings tool is only available to Procore customers in the United States and Canada who have implemented the Procore for Speciality Contractors point-of-view dictionary. To learn more, see (Limited Release) Owners & Speciality Contractors Point-of-View Dictionary Options

Optional: Export Your Subcontractor Payment applications to an Integrated ERP System

If your company is using one of Procore's ERP Integrations and you want to sync the subcontractor payment applications from your Procore project with an integrated ERP system, you first need to determine if subcontractor payment application exports are supported. The list below details the ERP Integrations that support subcontractor payment application exports. 

ERP Integration Name  For instructions
Integration by Procore: Connects Procore to Viewpoint® Spectrum® Subcontractor payment applications cannot be synced at this time.
Integration by Ryvit: Connects Procore to Viewpoint® Vista™ Integration by Ryvit: Export Subcontractor Payment applications from Procore to Viewpoint® Vista™
Procore + Sage 100 Contractor® Export Subcontractor Payment Applications from Procore to Sage 100 Contractor®
Procore + Sage 300 CRE® Export Subcontractor Payment Applications from Procore to Sage 300 CRE®
Procore + QuickBooks® Export Subcontractor Payment Applications from Procore to QuickBooks®
Procore + Yardi Voyager® Export Subcontractor Payment Applications from Procore to Yardi Voyager®
Procore +
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    at (products/online/user-guide/project-level/commitments/tutorials/about-subcontractor-invoices), /content/body/div[5]/div/pre, line 2, column 10
Send Subcontractor Payment Applications to ERP Integrations for Accounting Acceptance
Procore +
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Export Subcontractor Payment Applications from Procore to
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Procore +
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Export Subcontractor Payment Applications from Procore to
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If you would like to learn more about Procore's commitments software and how it can help your business, please visit our construction financials tool product page icon-external-link.png.