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Procore (en-GB)

Review Subcontractor Payment Applications as an Admin

Objective

To review payment applications line by line in the project's Commitments tool. 

Background

Project Managers and users with 'Admin' permission on the Commitments tool can approve or reject payment application line items that Subcontractors (or 'Standard' level users or users added as payment application contacts) have submitted. A green tick can be selected to indicate that the line item has been approved and the red x can be selected to indicate that the line item has been rejected. 

Things to Consider

  • Required User Permissions:
    • 'Admin' on the project's Commitments tool. 
       Tip

      When performing your review,  keep in mind that the following users have permission to view the status of line items on the payment application's edit page:

Prerequisites

Steps

  1. Navigate to the project's Commitments tool.
  2. Click the Summary or Detailed tab.
  3. Locate the commitment associated with the payment application that you want to review. Then click View .
  4. Click the Payment Applications tab.
  5. Locate the payment application that you want to review. Then click Edit.
  6. Click Edit.
  7. Approve or reject the payment application as follows:
    • Click icon-inspections-pass.png to the left of the line item to approve the line item.
    • Click icon-inspections-fail.png to the left of the line item to reject the line item.
       Notes
      • If you reject a line item, you have the option to add comments to document your rejection reason.  
      • Rejection-related comments are NOT included in the automated email that is sent to the subcontractor.  
      approve-reject-line-item.png
       Notes
      • If you have enabled the Enable Subcontractor Proposed Amounts option in Commitment Settings, the Subcontractor Claimed This Period column will appear on this screen. See Create a Payment Programme.
      • If you reject a line item, the Invoicing tool's export PDF includes a 'Reasons for Difference' table. This shows any comments entered detailing the rejection. See Export an Owner Payment Application as a PDF, CSV or PDF with Attachments
      • While the 'Subcontractor Claimed This Period' column can reflect what a subcontractor submitted, an admin can adjust the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts.

payment application-detail-with-subcontractor.png

  1. Click Save
  2. In the Finish Review pop-up, you can update the status and add any additional comments. The status will default to Revise and Resubmit if there are any line items that have been rejected. If no line items have been rejected, the status will default to Under Review. Additional comments will be sent to any payment application contacts for the commitment if Revise and Resubmit is selected. 

    finish-review-popup.png