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Procore (en-GB)

About Subcontractor Payment Applications

Objective

To provide Procore users with information about subcontractor payment applications in Procore. 

Background

Procore's Payment application Management product includes the Project level Payment applications tool, which supports two types of payment applications on a construction project:

Procore's Payment application Management tools supports progress billing, so your team can incrementally collect, review and approve payment applications for the agreed upon progress milestones or billing cycles identified in your contracts. The inital steps in the payment applications process are:

  • Create the purchase orders and subcontracts for your project (see Create a Commitment).  To incorporate Procore's Payment application Management tools in your environment, you must designate an payment application contact for your collaborators on a commitment. In this scenario, your downstream collaborators are the contractors, subcontractors, vendors and suppliers who will be billing you for the work they perform on your project.
  • Set up a billing period in your Procore project using Procore's Payment applications tool. In this documentation, we refer to the person responsible for managing the payment applications process as the payment application administrator. The payment application administrator creates billing period to organise all of your payment applications. Billing periods can be created monthly, weekly or a custom length. 
  • Decide who will have permission to submit payment applications on your project—your team or your collaborators. You can choose to create payment applications on behalf of your collaborators or you have the option to send your collaborator's payment application contacts an 'Invite to Bill'—which is a courtesy reminder sent by email to submit a payment application for work performed by the due date. Once all of the subcontractor payment applications are submitted, you can generate your project's main contract payment applications based on your subcontractor payment applications. 

Workflow

Steps

Create Your Subcontractor Payment applications in Procore

The steps in the subcontractor payment application workflow are designed for use by your team's payment application administrator(s). You also have the option to either create all of your project's subcontractor payment applications on behalf of your payment application contacts or to invite your payment application contacts to submit their own payment applications:

  1. Add at least one (1) payment application contact to the purchase order or subcontract using either one (1) of these tools:
  2. Create a billing period using the Payment applications tool:
  3. Decide who can create payment applications for your Procore project's commitments. Your team has these choices:
  4. After the payment applications are created, a project user with 'Admin' level permissions must review it. For instructions, see Review a Subcontractor Payment application as an 'Admin.'
    •  If you are an 'Invoice Contact' who has also been granted 'Standard' permission on a project's Commitments tool, you can check the status of the line items on your payment application, see any comments left by the person who reviewed your payment application submission and adjust the line item amounts as needed to resubmit the payment application for a subsequent review. To learn more, see Revise & Resubmit a Payment Application as a Payment Application Contact.

Optional: Export Your Subcontractor Payment applications to an Integrated ERP System

If your company is using one of Procore's ERP Integrations and you want to sync the subcontractor payment applications from your Procore project with an integrated ERP system, you first need to determine if subcontractor payment application exports are supported. The list below details the ERP Integrations that support subcontractor payment application exports. 

ERP Integration Name  For instructions
Integration by Procore: Connects Procore to Viewpoint® Spectrum® Subcontractor payment applications cannot be synced at this time.
Integration by Ryvit: Connects Procore to Viewpoint® Vista™ Integration by Ryvit: Export Subcontractor Payment applications from Procore to Viewpoint® Vista™
Procore + Sage 100 Contractor® Export Subcontractor Payment Applications from Procore to Sage 100 Contractor®
Procore + Sage 300 CRE® Export Subcontractor Payment Applications from Procore to Sage 300 CRE®
Procore + QuickBooks® Export Subcontractor Payment Applications from Procore to QuickBooks®
Procore + Yardi Voyager® Export Subcontractor Payment Applications from Procore to Yardi Voyager®
Procore +
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Send Subcontractor Payment Applications to ERP Integrations for Accounting Acceptance
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If you would like to learn more about Procore's payment application management software and how it can help your business, please visit our construction payment application management software product page icon-external-link.png.