Complete Subcontractor Payment Applications with DocuSign®
Objective
To complete the electronic signature process for a subcontractor payment application using the Procore + DocuSign® integration.
Background
After a project team member or your downstream collaborator creates a subcontractor payment application for a commitment, Procore users with a DocuSign® account can prepare a DocuSign® envelope for the payment application to send to the appropriate recipient(s) to request a signature.
Things to Consider
- Required User Permissions
- Once you log into your DocuSign® account from Procore, you will NOT need to sign in again until the login token expires. Once expired, the 'Re-Authentication Required' banner appears in Procore. To learn more, see What do the different DocuSign® banners in Procore mean?
- To complete the steps below, the payment application must be in Approved, Approved as Noted or Pending Owner Approval status.
Additional Information:
Prerequisites
- Create a subcontractor payment application using one of these options:
- Assign an 'Invoice Contact' to the commitment associated with the payment application. See Add Payment application Contacts to a Purchase Order or Subcontract.
- Place the payment application into the Approved, Approved as Noted or Pending Approval status. See What are the default statuses for Procore payment applications?
Steps
- Send a Subcontractor Payment application to DocuSign® or Bulk Send Subcontractor Payment applications to DocuSign®
- Log in to DocuSign®
- Prepare the DocuSign® Envelope
Send a Subcontractor Payment application to DocuSign®
This step shows you how to open a subcontractor payment application in Procore.
- Navigate to the project's Commitments tool.
- Under the Contracts tab, do the following:
- In the 'Contracts' table, locate the subcontract that contains the payment application to sign.
- Click the Number link to open the subcontract.
- In the subcontract, click the Payment applications tab.
Note
To send a subcontractor payment application to DocuSign®, it must be in one (1) of these statuses: Approved, Approved as Noted or Pending Owner Approval. - In the Payment applications (Payment applications) table, locate the payment application and click View.
- Review the payment application and make any edits as needed.
- When you are ready to send the payment application to DocuSign©:
BETA If you are using the beta subcontractor payment application experience, click Send with DocuSign at the top of the page.
LEGACY If you are using the legacy subcontractor payment application experience, click Update & Set Up DocuSign at the bottom of the page.
Bulk Send Subcontractor Payment applications to DocuSign®
If you have 'Admin' level permissions on the project's Commitments tool, you can also use the project's Payment applications tool to send payment applications to DocuSign® in bulk.
Log in to DocuSign®
Prepare the DocuSign® Envelope
Once you are logged into the DocuSign®, the 'Upload a Document and Add Envelope Recipient' page appears. Complete these steps:
- Add Documents to the Envelope
- Add Recipients to the Envelope
- Add a Message to All Recipients
- Preview the Signature Fields & Send the Envelope
Add Documents to the Envelope
The following Procore information automatically populates the DocuSign® envelope:
- A PDF copy of the payment application is automatically added to the 'Add Documents to Envelope' section.
- The required signature boxes for each 'Role' on the payment application. For example, the Main Contractor or Subcontractor whose contract is affected by the payment application. This includes each users 'Name' and 'Email Address.' See Add Recipients to the Envelope below.
You have the option to add other documents as follows:
- Optional: If you want to add additional documents to the envelope, choose one of the available options under the 'Add Documents to the Envelope' section:
Note
The available options in the 'Add Documents to the Envelope' section are developed and maintained by DocuSign®. To learn how to use DocuSign®, Procore recommends reviewing the content on support.docusign.com.- Upload
- Use a Template
- Get From Cloud
Add Recipients to the Envelope
To add recipients to the envelope:
- Under 'Add Recipients to the Envelope', keep the default recipient blocks, their names and their email addresses. This data is added to the envelope automatically by the Procore+DocuSign® integration. If the data was specified in Procore, the values in the 'Name' and 'Email Address' fields of the recipient blocks correspond to these fields in Procore:
- Subcontractor. This is the individual designated in the 'Architect/Engineer' field of the commitment associated with the subcontractor payment application.
- Main Contractor. This the individual who is designated in the 'Primary Contact' field in the Project Directory for the company designated in the 'Contractor'' field of the commitment associated with the subcontractor payment application.
Add a Message to All Recipients
Preview the Signature Fields & Send the Envelope
The next step is to preview the signature fields on the PDF. The signature fields correspond to the roles in Procore. For example, the Main Contractor and Subcontractor who are parties to the contract with the payment application. These fields are automatically added to the DocuSign® envelope by the Procore + DocuSign® integration.
- Scroll to the bottom of the payment application PDF to view the signature fields. An example is pictured below.
- Keep the existing signature fields. These fields are automatically populated by Procore and keeping them in their default positions ensures the signature workflow for the Procore application functions as expected.
- Optional: Add any 'Standard Fields' to the form as desired.
Note
The options in the 'Standard Fields' area are developed and maintained by DocuSign®. To learn how to use DocuSign®, Procore recommends reviewing the content on support.docusign.com. - When you are ready to collect the specified signatures, click Send.
DocuSign® sends the envelope to the specified recipients. Recipients can then continue with the Next Step.Tip
Are you manually changing the status to 'Out for Signature' after sending it to DocuSign®? If you decide to change the payment application's status to 'Out for Signature' in Procore after sending the payment application to DocuSign® (remember, you can only send payment applications to DocuSign if they are in the Approved, Approved as Noted or Pending Owner Approval status), you will need to manually change the payment application status in Procore back to the appropriate approved status after the DocuSign® signature process is complete.