Below are the notable changes to the project's Payment applications tool (also known as the Progress Billings tool in some accounts).
Procore is please to announce the general availability of commitment payment application retention controls for Payment application Management. The new 'Subcontractor Default Payment application Type' drop-down in Configure Settings: Payment applications lets 'Admin' users determine billable columns—Work and Materials, and/or Retention. 'Admin' users can select billing options when sending invites to bill and set a default payment application type for payment applications created by subcontractors without an invite. Learn more about this feature by visiting Send an Invite to Bill to a Payment Application Contact and Accept or Decline an Invite to Bill as a Payment Application Contact.
Procore is pleased to announce the general availability of automated movement of stored materials on payment applications. This feature automatically transfers stored materials balances to the "Work Completed from Previous Application" column on subsequent payment applications, streamlining the payment applications process for both owners and subcontractors. This functionality eliminates manual adjustments and reduces the risk of errors, saving you time and improving accuracy. Learn more about this feature by visiting About Stored Materials.
Procore has introduced a new feature in the Workflows tool that allows Project Managers and Project Accountants to route commitment payment applications through workflow steps based on Materials Stored Amount. The Materials Stored Amount option enables users to set a monetary threshold for workflow routing, allowing conditional routing of workflows based on a specified amount of Stored Materials. To learn more, see Create a Workflow Template and What are the different types of steps in a workflow?
Procore updated the Workflows tool with new conditional routing options for subcontractor payment applications to improve flexibility. Payment applications can now be routed through workflow steps based on factors such as Gross Amount, Retention Released Amount, Total Retention Released and Total Completed and Stored to Date. See Create a Workflow Template and What are the different types of steps in a workflow?
A new ‘Subcontractor Default Payment application Type’ drop-down in Configure Settings: Payment applications allows ‘Admin’ users to determine what columns are billable on a payment application–Work and Materials, and/or Retention. When sending invites to bill, ‘Admin’ users can now select what can be billed for on the payment application created from that invite. Users can also set a default payment application type for payment applications created by subcontractors who aren’t sent an invite. See Send an Invite to Bill to a Payment Application Contact and Accept or Decline an Invite to Bill as a Payment Application Contact.
Procore is excited to announce the general availability of the Stored Materials on Unit Quantity Contract Payment applications, allowing Procore Payment application Management users to bill for and track stored materials directly in Procore’s Unit/Quantity-based subcontractor and main contract payment applications. These capabilities enhance efficiency and help teams ensure accurate billing. To learn more, see About Stored Materials on Payment applications.
Procore implemented a configuration that, when enabled, automatically moves Stored Materials balances to the Work Completed from Previous Application column on the next payment application created. This configuration applied to both Owner and Subcontractor Payment applications. To access the new stored materials functionality, teams must join the Closed Beta program for Automated Movement of Stored Materials. For information, contact your Procore point of contact. To learn more, see About Stored Materials.
Teams participating in the Owner Payment application and Subcontractor Payment application Beta programmes can now bill for stored materials using the ‘Unit/Quantity-Based’ accounting method. Billing for stored materials on payment applications helps contractors recover costs and ensures accurate documentation by differentiating between installed and stored materials. To access the new stored materials functionality, teams must join the Closed Beta program for Unit/Quantity-Based contracts for each payment application type. For information, contact your Procore point of contact. To learn how to use the functionality, see About Stored Materials on Payment applications.
Procore has updated the Project level Payment applications tool for payors using Procore Pay. Now, when compiling a subcontractor payment application backup, the system includes any first- and sub-tier lien waivers in the downloadable PDF backup file. This enhancement streamlines documentation, providing comprehensive proof of payment and supporting documents need to efficiently resolve non-payment disputes. See Compile Subcontractor Payment application Backups with the Payment Applications Tool.
Whenever a user compiles a subcontractor payment application backup, Procore sends the user an email when the file is ready to download. Before this update, Procore always named the backup file "subcontractor_invoice_backup.pdf". To improve clarity and ease of identification, Procore now automatically appends the project name, project number, date and time of the compile in the file name. For an example, see Compile Subcontractor Payment application Backups with the Payment Applications Tool.
When compiling subcontractor payment application backups, Procore now sorts payment applications by 'Contract #' in ascending order. It also applies a secondary sort by 'Invoice Position' number. This improves the clarity and organisation of the payment applications included in the downloadable backup file. To learn more, see Compile Subcontractor Payment application Backups with the Payment Applications Tool.
Now, when you export owner payment application PDFs, you will see the complete titles of your variations, not just the numbers, bringing clarity and ease to your payment applications process. Before exporting, simply apply the Main Contract Variation, Potential Variation, or Variation Request options to the Bill of Quantities using the 'Select Groups to Display' menu for both the 'Industry Standard' and 'Custom Configuration' column views. To learn more, see Export Main Contract Payment Applications.
To enhance the consistency and clarity of continuation sheets on exported owner payment application PDFs, Procore updated group subtotals to appear at the bottom of each group, instead of at the top within the row group heading. Additionally, any extra groupings were also displayed at the bottom, aligning with industry expectations for a cleaner, more organised presentation. To learn how to export an owner payment application, see Export Main Contract Payment Applications.
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).
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.
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.
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 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 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.
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.
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.