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Procore

Payment Applications

 For Procore Customers in the United States

flag-us.png  When your company applies the 'Owners English' or 'Speciality Contractors English' point-of-view dictionary, you'll see different tool names and term changes in the user interface. Learn how to apply the dictionary options. 

  • To learn the differences: Show/Hide      
    • This table shows the differences in tool names (bold) and terms across the point-of-view dictionaries for Project Financials. These dictionaries are available in US English only. The default dictionary is designed for main contractors, which means that you will need to work with your Procore Administrator at your company and your Procore point of contact to access the other dictionary options. 

      Main Contractors

      English (United States) - Default

      Owners

      English (Owner Terminology V2)

      Speciality Contractors

      English (Speciality Contractor Terminology)

      Payment Applications Payment Applications Progress Billings
      Owner Funding Owner
      Owner/Client Owner/Client MC/Client
      Main Contract Variation Funding Variation Client Contract Variation
      Main Contracts Funding Client Contracts
      Revenue Funding Revenue
      Subcontract Contract Subcontract
      Subcontractor Contractor Subcontractor
      Subcontractor Bill of Quantities (SBOQ) Contractor Bill of Quantities (CBOQ) Subcontractor Bill of Quantities (SBOQ)

With Procore's Payment applications tool, your company can simplify the payment application collection, review and approval process on all of your construction projects. Payment applications that once took days to complete, can now be processed in a few minutes using Procore's paperless payment application management features. The Payment applications tool is designed specifically for Procore users with  'Admin' permission on the Commitments and/or Main Contracts tool.

  • Generate accurate payment applications for owner and subcontractor contracts
  • Streamline the collection, review and approval process with billing stakeholders
  • Increase confidence that payment application amounts match work completed to reduce rework and prevent overbilling

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Subcontractor Payment Applications
Integrations
 Tip

To browse and search all Procore training videos, visit our video library.

Configure Payment Applications Settings
 
Set Up Payment applications - Owner
 
Create a Subcontractor Payment application on Behalf of a Subcontractor - Main Contractor
 
Create an Owner Payment application - Main Contractor
 
Create a Contractor Payment application on Behalf of a Contractor - Owner
 
Create a Client Payment application - Owner
 
Create and Send Subcontractor Payment application Invitations - Main Contractor
 
Create and Send Contractor Payment application Invitations - Owner
 
Submit a Payment Application - Subcontractor as Collaborator
 
Review a Subcontractor Payment application - Main Contractor
 
Review a Contractor Payment application - Owner
 
Review an Owner Payment application - Owner
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Create and Send Subcontractor Payment Application Invitations

 

Create a Subcontractor Payment Application on Behalf of a Subcontractor

 

Create a Client Payment application

 

Review a Subcontractor Payment Application

 

Speciality Contractor - Create Client Progress Billings

 

Speciality Contractor - Set Up Progress Billings

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Speciality Contractor - Create Subcontractor Progress Billings on Behalf of a Subcontractor

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Speciality Contractor - Send Subcontractor Progress Billings Invitations

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Subcontractor - Submit a Payment Application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Owner - Set Up Payment applications

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Owner - Create an Owner Payment application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Owner - Create and Send Contractor Payment application Invitations

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Owner - Create a Contractor Payment application on Behalf of a Contractor

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Owner - Review a Contractor Payment application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Owner as Collaborator - Review an Owner Payment application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Speciality Contractor - Review Progress Billings

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Commitment Management

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Commitments Configuration

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create an Owner Payment Application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create a Subcontractor Payment application on Behalf of a Subcontractor - Main Contractor
 
Create an Owner Payment application - Main Contractor
 
Create and Send Subcontractor Payment application Invitations - Main Contractor
 
Review a Subcontractor Payment application - Main Contractor
 
Create a Subcontractor Payment application on Behalf of a Subcontractor - Main Contractor
 
Create an Owner Payment application - Main Contractor
 
Create and Send Subcontractor Payment application Invitations - Main Contractor
 
Review a Subcontractor Payment application - Main Contractor
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Create a Subcontractor Payment Application on Behalf of a Subcontractor

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create an Owner Payment Application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create and Send Subcontractor Payment Application Invitations

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Review a Subcontractor Payment Application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create a Subcontractor Payment application on Behalf of a Subcontractor - Main Contractor
 
Create an Owner Payment application - Main Contractor
 
Create and Send Subcontractor Payment application Invitations - Main Contractor
 
Review a Subcontractor Payment application - Main Contractor
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Create a Subcontractor Payment Application on Behalf of a Subcontractor

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create an Owner Payment Application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create and Send Subcontractor Payment Application Invitations

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Review a Subcontractor Payment Application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create a Subcontractor Payment application on Behalf of a Subcontractor - Main Contractor
 
Create an Owner Payment application - Main Contractor
 
Create and Send Subcontractor Payment application Invitations - Main Contractor
 
Review a Subcontractor Payment application - Main Contractor
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Create a Subcontractor Payment Application on Behalf of a Subcontractor

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create an Owner Payment Application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create and Send Subcontractor Payment Application Invitations

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Review a Subcontractor Payment Application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Configure Invoicing Settings
 
Create a Subcontractor Payment application on Behalf of a Subcontractor - Main Contractor
 
Create an Owner Payment application - Main Contractor
 
Create and Send Subcontractor Payment application Invitations - Main Contractor
 
Review a Subcontractor Payment application - Main Contractor
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Create a Subcontractor Payment Application on Behalf of a Subcontractor

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create and Send Subcontractor Payment Application Invitations

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create an Owner Payment Application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Review a Subcontractor Payment Application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Configure Invoicing Settings
 
Create a Subcontractor Payment application on Behalf of a Subcontractor - Main Contractor
 
Create an Owner Payment application - Main Contractor
 
Create and Send Subcontractor Payment application Invitations - Main Contractor
 
Review a Subcontractor Payment application - Main Contractor
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Create a Subcontractor Payment Application on Behalf of a Subcontractor

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create and Send Subcontractor Payment Application Invitations

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create an Owner Payment Application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Review a Subcontractor Payment Application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create a Subcontractor Payment application on Behalf of a Subcontractor - Main Contractor
 
Create an Owner Payment application - Main Contractor
 
Create and Send Subcontractor Payment application Invitations - Main Contractor
 
Review a Subcontractor Payment application - Main Contractor
 
Create a Subcontractor Payment application on Behalf of a Subcontractor - Main Contractor
 
Create an Owner Payment application - Main Contractor
 
Create and Send Subcontractor Payment application Invitations - Main Contractor
 
Review a Subcontractor Payment application - Main Contractor
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Create a Subcontractor Payment Application on Behalf of a Subcontractor

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create an Owner Payment Application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create and Send Subcontractor Payment Application Invitations

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Review a Subcontractor Payment Application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Configure Payment Applications Settings
 
Set Up Payment applications - Owner
 
Create a Subcontractor Payment application on Behalf of a Subcontractor - Main Contractor
 
Create an Owner Payment application - Main Contractor
 
Create a Contractor Payment application on Behalf of a Contractor - Owner
 
Create a Client Payment application - Owner
 
Create and Send Subcontractor Payment application Invitations - Main Contractor
 
Create and Send Contractor Payment application Invitations - Owner
 
Submit a Payment Application - Subcontractor as Collaborator
 
Review a Subcontractor Payment application - Main Contractor
 
Review a Contractor Payment application - Owner
 
Review an Owner Payment application - Owner
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Create and Send Subcontractor Payment Application Invitations

 

Create a Subcontractor Payment Application on Behalf of a Subcontractor

 

Create a Client Payment application

 

Review a Subcontractor Payment Application

 

Speciality Contractor - Create Client Progress Billings

 

Speciality Contractor - Set Up Progress Billings

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Speciality Contractor - Create Subcontractor Progress Billings on Behalf of a Subcontractor

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Speciality Contractor - Send Subcontractor Progress Billings Invitations

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Subcontractor - Submit a Payment Application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Owner - Set Up Payment applications

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Owner - Create an Owner Payment application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Owner - Create and Send Contractor Payment application Invitations

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Owner - Create a Contractor Payment application on Behalf of a Contractor

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Owner - Review a Contractor Payment application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Owner as Collaborator - Review an Owner Payment application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Speciality Contractor - Review Progress Billings

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Commitment Management

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Commitments Configuration

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Create an Owner Payment Application

 

Video content may not accurately reflect the current state of the system and/or it may be out of date.

Subcontractor Payment Applications

 

 

Accept or Decline an 'Invite to Bill' as a Payment Application Contact
Accept or Decline an '...
DRAFT
DRAFT

 

 

 

 

START
START
Does the purchase order or subcontract have an 'Invoice Contact'?
Does the purchase order or subcontract have...
Add Payment application Contacts to a Purchase Order or Subcontract
Add Payment application Contacts t...
Create Automatic Billing Periods
Create Automatic Billi...

 

Create Manual Billing Periods
Create Manual Billing...
AUTOMATIC
AUTOMATIC
MANUAL
MANUAL
How do you want to create the current billing period?
How do you want to create the c...
COMMITMENTS
COMMITMENTS
PAYMENT applications
PAYMENT applications
Add an 'Invoice Contact' with the Commitments or Payment applications tool?
Add an 'Invoice Contact' with the Co...

 

Add Payment application Contacts to a Purchase Order or Subcontract
Add Payment application Contacts t...
INVOICE CONTACT
(an external collaborator)
INVOICE CONTACT...
INVOICE ADMINISTRATOR
(an internal user)
INVOICE ADMINISTRATOR...
Who will create the new payment application?
Who will create the new payment application?
Optional Step
Optional Step
LEGEND
LEGEND
Payment application Administrator (an internal user)
Payment application Administrato...
Payment application Contact
(an external collaborator)
Payment application Contact...
Commitments
Commitments
Payment Applications
Payment Applications

 

Create a New Payment application on Behalf of the Payment application Contact
Create a New Payment application o...

 

END
END

 

Send an 'Invite to Bill' to a Payment Application Contact
Send an 'Invite to...

 

Revise and Resubmit
a Payment Application as a Payment Application Contact
Revise and Resubmit...
REVISE AND RESUBMIT
REVISE AND RESUBMIT
Does the payment application contact want to submit a payment application for the current billing period?
Does the payment application contact want t...
RECEIVE EMAIL
RECEIVE EMAIL
ACCEPTED
ACCEPTED
 
Did the Payment application Administrator reject any line items on the payment application?
Did the Payment application Administrator...

 

END
END
DECLINED
DECLINED
 
General Availability
Submit a New Payment application as a Payment Application Contact
General Availability...
Review a Payment Application as a Payment Application Administrator
Review a Payment Application as an...
Are you using one of the supported ERP Integrations to sync payment applications? 
(Sage 300 CRE, QuickBooks, Yardi)
Are you using one of the supported...
DRAFT
DRAFT

 

 
 
Limited Release
Submit a New Payment application as a Payment Application Contact
Limited Release...
Continued from the 'Create a Commitment' workflow
Continued from the 'Create a C...
Continue to the 'Export Approved Subcontractor Payment applications to ERP' workflow
Continue to the 'Export Approv...

Payment Applications

User access to the Project level Payment applications tool depends on the user's access permission to the contracts in the Project level Main Contracts and/or Commitments tool. The tables below highlight which permissions are required for each tool in order to perform specific tasks with the Payment applications tool. 

Payment Applications

Task None Read Only Standard Admin
Bulk Edit Subcontractor Payment application Status with the Payment Applications Tool       icon-mindtouch-table-check.png 1
Bulk Send Subcontractor Payment applications to DocuSign® with the Payment Applications Tool       icon-mindtouch-table-check.png 1
Compile Subcontractor Payment application Backups with the Payment Applications Tool       icon-mindtouch-table-check.png 1
Configure Settings: Payment Applications       icon-mindtouch-table-check.png 1
Create Automatic Billing Periods       icon-mindtouch-table-check.png 1
Create Manual Billing Periods       icon-mindtouch-table-check.png 1
Create a Subcontractor Bill of Quantities (SBOQ)   icon-mindtouch-table-check.png 2 icon-mindtouch-table-check.png 2 icon-mindtouch-table-check.png 1
Edit Billing Periods       icon-mindtouch-table-check.png 1
Manage Billing Periods       icon-mindtouch-table-check.png 1
Update a Subcontractor Bill of Quantities as a Payment Application Contact from the Payment Applications Tool   icon-mindtouch-table-check.png 2 icon-mindtouch-table-check.png 2  

1 To perform this task from the project's Payment applications tool, you must be an payment application administrator.   

2 To perform this task, you must have the permissions designated in the tutorial and you must be an payment application contact. By default, payment application contacts are added to the 'Private' list of a commitment. 

Main Contracts

The following table highlights which user permissions are required to perform the described user action.

Task None Read Only Standard Admin
Create a Main Contract Payment Applications        icon-mindtouch-table-check.png
Create a Record for a Payment Received       icon-mindtouch-table-check.png
Delete Main Contract Payment Applications       icon-mindtouch-table-check.png
Edit Main Contract Payment Applications       icon-mindtouch-table-check.png
Email Main Contract Payment Applications       icon-mindtouch-table-check.png
Export Main Contract Payment Applications       icon-mindtouch-table-check.png
View a Summary Preview of an Owner Payment application       icon-mindtouch-table-check.png

Commitments

The following table highlights which user permissions are required to perform the described user action with the Payment Applications tool.

Task None Read Only Standard Admin
Accept or Decline an 'Invite to Bill' as a Payment Application Contact    4    
Add a New Payment to the Payments Issued Tab of a Commitment       icon-mindtouch-table-check.png
Add Payment application Contacts to a Purchase Order or Subcontract (Legacy)       icon-mindtouch-table-check.png
Add Payment application Contacts to a Purchase Order or Subcontract       icon-mindtouch-table-check.png
Add a Subcontractor BOQ to a Commitment       icon-mindtouch-table-check.png
Create a Payment Issued       icon-mindtouch-table-check.png
Create a Payment Application on Behalf of a Payment Application Contact     icon-mindtouch-table-check.png 1 icon-mindtouch-table-check.png
Create a New Subcontractor Payment application as a Payment Application Contact     icon-mindtouch-table-check.png 1 icon-mindtouch-table-check.png
Create a Subcontractor Payment application for Release of Retention     icon-mindtouch-table-check.png 3 icon-mindtouch-table-check.png
Create a Payment Received for a Main Contract       icon-mindtouch-table-check.png
Delete a Subcontractor Payment application     icon-mindtouch-table-check.png 6 icon-mindtouch-table-check.png
Enable or Disable a Subcontractor BOQ Tab on a Commitment       icon-mindtouch-table-check.png
Enable the Payments Issued Tab on a Commitment       icon-mindtouch-table-check.png
Forward a Subcontractor Payment application by Email     icon-mindtouch-table-check.png 2 icon-mindtouch-table-check.png
Review a Subcontractor Payment application as a Payment Application Administrator       icon-mindtouch-table-check.png
Review Payment Application Line Items as a Payment Application Contact     icon-mindtouch-table-check.png 2 icon-mindtouch-table-check.png
Revise & Resubmit a Subcontractor Payment application as a Payment Application Contact      4  
Send an 'Invite to Bill' to a Payment Application Contact       icon-mindtouch-table-check.png
Set or Release Retention on a Subcontractor Payment Application     icon-mindtouch-table-check.png 3 icon-mindtouch-table-check.png
Submit a New Payment application as a Payment Application Contact   icon-mindtouch-table-check.png 1 icon-mindtouch-table-check.png 1 icon-mindtouch-table-check.png
Update a Subcontractor Bill of Quantities as a Payment Application Contact from the Payment Applications Tool   icon-mindtouch-table-check.png 5 icon-mindtouch-table-check.png 5 icon-mindtouch-table-check.png

1 To perform this task, users must have 'Read Only' or 'Standard' permission on the project's Commitments tool. Users must also be added to the Private drop-down list for the commitment or be designated as the Payment application Contact on the commitment. See What is a payment application contact?

2 To perform this task, downstream collaborators should be designated as a payment application contact on the commitment. See What is a payment application contact?

3 To perform this task and to release retention during the current billing period, users must have 'Standard' permission on the project's Commitments tool or be designated as a payment application contact on the commitment. See What is a payment application contact? To set retention, you must be a user with 'Admin' level permissions on the Commitments tool.  

4 To perform this task, you must have the permissions designated in the tutorial and your user account must be designated as a payment application contact on the purchase order or subcontract.

5 To perform this task, you must have the permissions designated in the tutorial and your user account must be designated as a payment application contact on the purchase order or subcontract. 'Read Only' users must be added to the 'Private' list. 

6 The payment application must be in the 'Draft' or 'Revise and Resubmit' status for a user with 'Standard' level permissions to delete it. 

 Below are the notable changes to the project's Payment applications tool (also known as the Progress Billings tool in some accounts).

Recent Changes

FINANCIAL MANAGEMENT: NEW WARNING BANNER ON SUBCONTRACTOR INVOICES WHEN RETENTION IS RELEASED (24/04/2023)

Subcontractor payment applications have a new warning banner that will appear when retention is released. The banner will appear from the Bill of Quantities (BOQ) card once retention amount is entered and released. See Set or Release Retention on a Subcontractor Payment application.

FINANCIAL MANAGEMENT: Extended The Legacy Subcontractor Invoice Experience Date (01/26/2023) 

The option to switch between the beta and legacy subcontractor payment application experience has been extended to September 2023. The previously announced end date for using the legacy experience was February 2023. Now, in September 2023, the ability to exit the beta experience will be removed and the legacy experience will no longer be available in Procore. To learn more about each experience, see Financial Management: New Admin & Collaborator Views for Subcontractor Payment applications.