Submit a New Payment application as a Payment Application Contact

Step 1: Respond to an Invite to Bill

There are two ways to respond to an 'Invite to Bill' as a payment application contact: (1) from the 'Invite to Bill' email or (2) from the upstream collaborator's Project level Commitments tool. Use the second option when you know you have payment application contact permissions but the 'Invite to Bill' is missing or lost.

When responding to an invite, you can accept or decline it as follows:

• To respond to an 'Invite to Bill' email: Show/Hide      
  • 1. Open your email Inbox. 
    2. Look for the email message with the subject line, " "Project Name: User Name has invited you to bill." 
    3. Open the invite to bill. 
       
    4. Review the Payment application Details:
       • Billing Period. Indicates the date range for the current billing cycle for which you can submit a payment application. 
       • Invited By. The name of the Procore user who sent you the 'Invite to Bill.' This is typically the payment application administrator. 
       • Due Date. The date your payment application is due. You cannot submit a payment application in Procore after this date passes.  
    5. Respond to the Do you want to bill this period? question:
       • Click Yes to submit a payment application for this billing period. The payment application's status changes to Accepted. 
       • Click No if you don't want to submit a payment application this period. The payment application's status changes to Declined.  

• To respond to an 'Invite to Bill' in the Commitments tool: Show/Hide      
  • Navigate to the project's Commitments tool. 
  • Locate the commitment to which you were added as a payment application contact. 
  • Under Do you Want to Bill this Period?, indicate your intent to submit a payment application by clicking the Yes button. 
    
  • Click the Post Response button. 

Step 2: Enter a Payment Application Number

1. Enter an invoice number in the Invoice Number box. 

    Note

   Important things to note about the Payment application # field:

   • An Payment application # is NOT required to save a payment application. You can leave this field blank.
   • An Payment application # is a free-form entry field that lets payment application contacts enter a reference number that corresponds with their own payment application numbering system.
   • A duplicate Payment application # on a commitment is NOT permitted. On one commitment, every payment application must have a unique Payment application #. 
   • An Payment application # does NOT automatically populate on main contract payment applications. See How does Procore automatically complete amounts on an upstream payment application?
2. Verify the billing period dates set by the payment application administrator:
   • Billing Date
     Indicates the due date for the billing period. 
   • Period Start
     Indicates the start date for the billing period. 
   • Period End
     Indicates the end date for the billing period. 
3. Continue with the next step. 

Step 3: Update the Bill of Quantities

1. Scroll to the Complete Schedule of Values section.
   The data entry format depends on the accounting method set on the commitment by the invoice administrator. See How do I set the accounting method for a contract or funding?
2. Choose the method below that corresponds to what you see on the screen:
   • Amount-Based Accounting Method
     1. Choose one of these entry options:
        • Percentage (%). Enter the percentage of work completed for this invoice's billing. An entry here automatically updates the value in the 'From This Period' column for you. 
          OR
        • From This Period. Enter the dollar amount of work completed for this invoice's billing period.
          AND
     2. Enter a dollar amount in the Materials Presently Stored field. This value remains in this column on future invoices. On a future invoice, you can update the 'From This Period' column to reflect any new work completed for that invoice's billing period.  
     3. Update your approved commitment variations and add any attachments to your payment application now.
   • Unit/Quantity-Based Accounting Method
     1. Choose one of these entry options:
        • Enter the percentage complete in the % box. Procore automatically updates the 'Quantity' and 'Value' columns. 
          OR
        • Enter an amount in the Quantity box. Procore automatically updates the '%' and 'Value' columns. 
     2. Optional. If you need to release retainage, enter the dollar amount of retainage that you're requesting to be released on this invoice in the Released this Period field. 
3. Continue with the next step.

Step 4: Update Approved Commitment Variations

1. Scroll to the Approved Commitment Variations section.
2. Enter the monetary amount or percentage complete for each line item. 
   Only variations in the Approved status appear here. See Approve or Reject Commitment Variations.
3. Continue with the next step.

Step 5: Add Attachments

If you have any files to add as an attachment to the payment application, you can add them now. For example, you might be required to add a lien waiver or a signed PDF copy of the payment application. 

1. Scroll to the Attachments section.
2. Click Attach Files.
3. Upload any file attachments that you might be required to include with your invoice.

    Tip

   Do you need to provide a signed PDF copy of the payment application?  If yes, follow these steps in Export a Subcontractor Payment application. After you sign the PDF, you can use the steps above to attach it to your payment application.
4. Continue with the next step.

Step 6: Save or Submit a Payment Application

If you are ready to submit the payment application for review, you may do so now. If you want to submit the payment application at a later time, you have the option to save the payment application. Choose one (1) of these options:

• If you are NOT ready to submit the payment application, click Save. This sets the payment application's status to Draft.
  OR
• If you are ready to submit your invoice to the payor for review, click Send. This automatically sets the invoice's status to Under Review. Unless an invoice administrator changes the status to Revise & Resubmit, you will NOT be permitted to edit the invoice after you submit it.