Submit a New Payment application as a Payment Application Contact
Objective
To submit a new subcontractor payment application as a payment application contact after accepting an 'Invite to Bill.'
Background
If you are the designated payment application contact for a purchase order or subcontract, the company you are performing work for creates a billing period to define the 'Due Date' for submitting your payment application. Once the billing period is created, the payment application manager has the option to send you an email message with the subject line, "Project Name: User Name has invited you to bill." This invite is a courtesy reminder to help ensure that you create and submit your payment application before the due date.
- If you receive and accept the 'Invite to Bill' (see Accept or Decline an 'Invite to Bill' as a Payment Application Contact), you can then follow the steps below.
- If you have not received an 'Invite to Bill', the company you are performing work for may choose to submit the payment application on your behalf. If this is the case, confirm that with the company and then the company completes the steps in Create a Payment Application on Behalf of a Payment Application Contact.
Things to Consider
- Required User Permissions:
- You must be an payment application contact on the commitment.
- Additional Information:
- A payment application contact must submit their payment application before the 'Due Date' for the current, open billing period. After the 'Due Date', a payment application administrator must Create a Payment Application on Behalf of a Payment Application Contact.
Prerequisites
Steps
- Step 1: Respond to an Invite to Bill
- Step 2: Enter a Payment Application Number
- Step 3: Update the Bill of Quantities
- Step 4: Update Approved Commitment Variations
- Step 5: Add Attachments
- Step 6: Save or Submit a Payment Application
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
- 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.
Tip
Can't find your 'Invite to Bill' or uncertain if one was sent? A payment application contact always has sufficient permissions to create a new payment application for an open billing period in the upstream collaborator's Procore project. See Create a New Payment application as a Payment Application Contact.
Step 2: Enter a Payment Application Number
- Enter an invoice number in the Invoice Number box.
- 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.
- Billing Date
- Continue with the next step.
Step 3: Update the Bill of Quantities
- 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? - Choose the method below that corresponds to what you see on the screen:
- Amount-Based Accounting Method
- 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
- 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.
- 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.
- Update your approved commitment variations and add any attachments to your payment application now.
- Choose one of these entry options:
- Unit/Quantity-Based Accounting Method
- 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.
- Enter the percentage complete in the % box. Procore automatically updates the 'Quantity' and 'Value' columns.
- 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.
- Choose one of these entry options:
- Amount-Based Accounting Method
- Continue with the next step.
Step 4: Update Approved Commitment Variations
- Scroll to the Approved Commitment Variations section.
- 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. - 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.
- Scroll to the Attachments section.
- Click Attach Files.
- 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. - 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.