Skip to main content
Procore (en-GB)

Submit a New Payment application as a Payment Application Contact

 Legacy Content

This tutorial details Procore's legacy experience for submitting a new payment application as a payment application contact. The information on this page will be replaced with updated content when the redesigned subcontrator payment application beta experience is generally available. To learn about this release and its timeline, see Financial Management: New Admin View for Subcontractor Payment applications.

Important! If you are using the subcontractor payment application beta experience, please see the Submit a New Payment application as a Payment Application Contact tutorial under the Payment applications tool instead of the information below.

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 'Invoice Contact' on the purchase order or subcontract.
       Notes
      • Adding a 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 a 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 a Payment Application on Behalf of a 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 a Payment Application Number

 Notes
  1. Navigate to the project's Commitments tool. 
  2. Under the Contracts tab, locate the contract in the table. Then, click the Number link to open it.  


     
  3. Click the Create Payment application button. 
    This opens the 'Create New Payment application' page. 
  4. Enter the downstream collaborator's payment application number in the Payment application Number box.
     Note
    • Payment application # is NOT a required field, you can leave this field blank.
    • Typically, Procore users use this freeform field to enter a reference number corresponding to the downstream collaborator's payment application number. If you enter an 'Invoice #', it must be unique from all other payment applications created for the corresponding commitment contract. If you attempt to enter a duplicate number, a RED warning banner appears across the top of the page to remind you to enter a unique number. 
    • Procore does NOT automatically complete the 'Invoice #' entered here on associated upstream payment applications. To which fields are automatically completed, see How does Procore automatically complete amounts on an upstream payment application?
  5. Verify the information in the following fields. Procore automatically completes the following dates for you.
     Note
    The billing period dates are set by the payment application administrator. If you are using a different billing period, you can change the values in these fields as needed. All of these fields are required.
    • 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. 
  6. Continue with the next step. 

Step 2: Update the Bill of Quantities

  1. Scroll to the Complete Bill of Quantities section.
    The data entry format depends on the accounting method set. 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. 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. 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 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.
  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 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 the payment application to the contractor, click Send. 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 icon-external-link.png.