Payment Applications
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For Procore Customers in the United States
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
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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)
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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
Popular Tutorials (view all)
- Create a Subcontractor Payment application for Release of Retention in the Payment Applications Tool
- Create a Subcontractor Payment application on Behalf of a Payment Application Contact
- Configure Settings: Payment Applications
- About Subcontractor Payment Applications
- Create a Subcontractor Bill of Quantities (SBOQ)
Top FAQ (view all)
- What are Procore's default cost codes?
- What are custom fields and which Procore tools support them?
- How does Procore automatically complete amounts on an upstream payment application? (Legacy)
- What are the default statuses for Procore payment applications?
- When does Procore send email notifications to payment application contacts?
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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
Configure Payment Applications Settings
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 Speciality Contractor Progress Billings on Behalf of a Speciality Contractor
Video content may not accurately reflect the current state of the system and/or it may be out of date.
Speciality Contractor - Send Speciality Contractor 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.
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
Configure Payment Applications Settings
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 Speciality Contractor Progress Billings on Behalf of a Speciality Contractor
Video content may not accurately reflect the current state of the system and/or it may be out of date.
Speciality Contractor - Send Speciality Contractor 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.
- Does a payment application contact need an 'Invite to Bill' to submit a payment application?
- How can I troubleshoot an issue with the Procore Web Application?
- How do I create a billing period for a payment application?
- How do I set and release retention on a subcontractor payment application in Procore?
- How do I submit a Subcontractor Bill of Quantities for a Procore commitment?
- How does Procore automatically complete amounts on an owner payment application? (Beta)
- How does Procore automatically complete amounts on an upstream payment application? (Legacy)
- What are Procore's default cost codes?
- What are custom fields and which Procore tools support them?
- What are the default statuses for Procore payment applications?
- What are the different types of payment applications in Procore?
- What do we need to consider before allowing downstream collaborators to submit payment applications in Procore?
- What is a Subcontractor Bill of Quantities?
- What is a budget code in Procore's WBS?
- What is a payment application administrator?
- What is a payment application contact?
- What is an downstream collaborator?
- What is an upstream collaborator?
- What is sliding scale retention?
- What tool names and terms are different in Procore for main contractors, owners and speciality contractors?
- When does Procore send email notifications to payment application contacts?
- Which Microsoft Excel file versions can be attached to items in Procore?
- Which Procore project tools support the DocuSign® integration?
- Which Procore tools support Workflows?
- Which fields in the Payment applications or Progress Billings tools can be configured as required, optional or hidden?
- Which setting do I enable in QuickBooks® to export payment applications with the ERP Integrations tool?
- Which units of measure are included on Procore's master list?
- Why are my variation line items duplicated on my subcontractor payment application?
- Why isn't the 'Job to Date Costs' column in the budget matching our subcontractor payment application amounts?
Subcontractor Payment Applications
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
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.
Commitments
The following table highlights which user permissions are required to perform the described user action with the Payment Applications tool.
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
Beta Prefill Owner Payment application Retention Amounts on Main Contract Payment Applications (16/07/2024)
For users participating in the Owner Payment application Beta program, you can now automatically populate retention amounts from subcontractor payment applications. The owner payment application prefill feature reduces manual entry and ensures accurate entry of held and released retention amounts. To learn more, see How does Procore automatically complete amounts on an owner payment application? (Beta) and Create Main Contract Payment Applications (Beta).
Updated Export > PDF with Attachments Option for Subcontractor Payment applications (24/05/2024)
Procore has updated the Export > PDF with Attachments menu option to download the compiled PDF file with attachments directly to your computer. Before the update, Procore send the PDF to you by email when the payment application and attachments were ready. To learn more, see Export a Subcontractor Payment application.
IMPROVED ROW GROUPS ON OWNER INVOICE SCHEDULE OF VALUES (24/05/2024)
When you create a new owner payment application, the row groups on the new payment application's Bill of Quantities now mirror the user's most recent groupings from the previous payment application. This consistency makes data entry easier, especially when users create new payment applications for progress payments. To learn how to create a payment application, see Create Main Contract Payment Applications.
Customise OWNER INVOICE NUMBERING System ON MODERNISED EXPERIENCE (20/05/2024)
For users on the modernised owner payment application experience, Procore has updated its payment application numbering system. Users can now create a customised numbering scheme that automatically increments to the next number in the sequence when creating future payment applications. To learn more, see Can I customise the numbering system for financial objects in Procore?
Budget Changes on Owner Payment applications (13/05/2024)
Budget Changes is now available on owner payment applications. The highly-anticipated feature allows clients to directly include approved budget changes in main contract payment applications, improving transparency with the use of contingency funds. Users can simplify their billing process and reduce the need for separate Main Contract Variations. This feature is only available for clients that are opted into the Modernised Owner Payment application Experience and are migrated to the new Budget Changes tool. To learn more, see About Budget Changes on Main Contract Payment Applications.
When modifying a cell in the Bill of Quantities table, users can now input content and easily move to the next cell after completing updates.
Main Contract Payment Applications added to Workflows Open Beta (13/03/2024)
Main Contract Payment Applications has been added to the list of tools supported by the self-serve workflows open beta. See Best Practices for Creating an Owner Payment application Workflow.
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 Payment application Experience Date (26/01/2023)
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.