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Procore (en-GB)

Submit a New Payment Application as an Payment Application Contact

 Note

On Friday, December 18, 2020,  Procore begins the first phase of a gradual rollout of the new collaborator view for the Project level Invoicing tool. On this date, this feature will be released to a limited number of Procore customer accounts. Then, over the following several weeks, the feature will continue to be rolled out to additional Procore customers until the rollout process is complete. To learn more, see Financial Management: (Coming Soon!) New Collaborator View for the Invoicing Tool.

If you are an payment application contact who needs instructions for the early access version, please see Submit a New payment application as an Payment Application Contact and How do I bill for stored materials in a subcontractor payment application? instead of the instructions on this page.

Important!  If you are a Procore customer who has purchased a custom workflow (see Procore Custom Solutions),  your company account will NOT be receiving this update. This is because your project's Invoicing tool requires a customised approval path for processing your subcontractor payment applications. If you have any questions about invoicing and your custom workflow, please reach out to your company's Procore point of contact.  

Objective

To submit a new subcontractor payment application as an 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. 

Things to Consider

  • Required User Permissions:
    • To create a new subcontractor payment application in response to an 'Invite to Bill' before the 'Due Date' of the billing period, 'Read Only' level permissions on the project's Commitments tool and you must be the designated 'Payment Application Contact' on the purchase order or subcontract.
       Notes
      • Adding an payment application contact to a purchase order or subcontract also adds the person to the 'Private' list.
      • If you are the designated payment application contact and want to submit an payment application after the 'Due Date,' you must contact the company you performed the work for to request that they create the payment application on your behalf. See Create an Payment Application on Behalf of an Payment Application Contact. Payment Application contacts cannot submit payment applications in Procore after the due date passes. 
      • If you are the designated payment application contact and cannot find the 'Invite to Bill' that you were sent, you do NOT need the email message to create a new payment application. As long as it is before the 'Due Date', you can log in to Procore and navigate to the Commitments tool to create the new payment application for the purchase order or subcontract.

Prerequisites

Steps

Step 1: Enter an Payment Application Number

  1. In the 'Create New Payment Application' page in Procore, the following fields are automatically completed for you:
     Note
    If the information on this page is not correct, contact the payment application administrator for a resolution. 
    • Payment Application Start. Indicates the start date for the billing period. 
    • Payment Application End. Indicates the end date for the billing period. 
    • Billing Date. Indicates the due date for the billing period. 
  2. Enter a number in the Payment Application # box. Typically, you will enter a reference number that corresponds to your organization's payment application number. If you are NOT sure what to enter here, contact the payment application administrator for a resolution. 
  3. Continue with the next step. 

Step 2: Update the Programme of Values

  1. Scroll to the Complete Programme of Values section.
    The data entry format depends on the accounting method set. See How do I set the accounting method for a commitment or main contract?
  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. This automatically updates the value in the 'From This Period' column. 
          OR
        • From This Period.  Enter the monetary amount of work completed for the billing period.
          AND
      2. Enter a monetary amount in the Materials Presently Stored field. This value will remain in this column on future payment applications which you can then update the 'From This Period' column to reflect any new work completed.  
      3. Optional. If you need to release retention, choose from one of these options:
        • To release full retention on all items:
          • Update your approved commitment variations and add any attachments to your payment application now.
          • Click Save as Draft.
          • Under 'Release Retention on All Items', enter 100% in the Work Completed box.
          • Click Release.
          • Click Submit for Review (above the table next to the Edit button).
            OR
        • To release a different retention percentage:
          • Update your approved commitment variations and add any attachments to your payment application now.
          • Click Save as Draft.
          • Click Edit.
          • Under 'Release Retention on All Items', enter the percentage in the Work Completed box.
          • Click Save.
          • Click Submit for Review (above the table next to the Edit button).
    • 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 retention, enter the monetary amount of retention that you're requesting to be released in the Released this Period field. 
  3. Continue with the next step.

Step 3: 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 (CVs).
  3. Continue with the next step.

Step 4: 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 files that may be required from your computer.
     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 5: Save or Submit an 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 the payment application to the contractor, click Submit for Review. This automatically sets the payment application's status to Under Review. Unless the contractor changes the status to Revise & Resubmit, you will NOT be able to edit the payment application after it is submitted. 

 

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 here.