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Submit a New Payment application as a Payment Application Contact

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 Legacy Content

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

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 an invoice number in the Invoice 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
    Your invoice's billing period dates are set by the payor's invoice administrator. If you are submitting an invoice for a different billing period, you can select from a list of existing billing periods. All billing period 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 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 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 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 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 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.