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:
       • Commitment. Shows the commitment number and name. 
       • Payment application Type. Shows the payment application type. See Configure Settings: Payment applications. 
       • Billing Period. The date range for the Open billing period. 
       • Invited By. The first and last name of the sender. Typically, this is the payment application administrator. 
       • Due Date. The date your payment application is due. Payment application contacts cannot create or submit a payment application in the Procore project after this date.  
    5. Click one of these buttons to respond to the Do you want to bill this period? prompt:
       • Yes. Accept the invite and submit a payment application. This changes the payment application status to Accepted. Continue with the steps in Submit a New Payment application as a Payment Application Contact.
       • No. Decline the invite if you don't want to submit a payment application for the Open billing period. This changes the payment application status to Declined.  

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

Step 2: Enter a Payment Application Number

1. Enter a payment application number in the Payment application 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 Bill of Quantities section.
   The data entry format depends on the accounting method set on the commitment by the payment application 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 payment application's billing. An entry here automatically updates the value in the 'From This Period' column for you. 
          OR
        • From This Period. Enter the monetary amount of work completed for this payment application's billing period.
          AND
     2. Enter a monetary amount in the Materials Presently Stored field. This value remains in this column on future payment applications. On a future payment application, you can update the 'From This Period' column to reflect any new work completed for that payment application'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 retention, enter the monetary amount of retention that you're requesting to be released on this payment application 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 payment application.

    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 payment application to the payor for review, click Send. This automatically sets the payment application's status to Under Review. Unless a payment application administrator changes the status to Revise & Resubmit, you will NOT be permitted to edit the payment application after you submit it.