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Procore (en-GB)

About Subcontractor Payment Applications

Objective

To provide Procore users with information about subcontractor invoices in Procore. 

Background

subcontractor invoice is a request for payment from a seller to a buyer. Procore payment applications allow contractors to progressively bill clients at several stages during the construction process. These billings are based on a verified percentage of the commitment contract's completion. Main contractors can configure billing period start and end dates, as well as the billing date, for each billing period. They can invite subcontractors to complete payment applications for the most recent billing period or they can create payment applications on behalf of the subcontractor. Once the payment application has been approved, payment can be issued against the commitment. 

In Procore, a project team can use two Procore tools to manage subcontractor invoice: the Commitments tool and the Invoicing tool. Unlike other Procore tools, access permission to the project's Invoicing tool is governed by the permissions granted to a user account for the Commitments tool.  This is because the Invoicing tools was designed to provide main contractors and project owners with access to all of a project's subcontractor invoices, owner payment applications,  and billing periods in a single workspace. If you are a subcontractor, the Procore project owner determines whether you have access permission to perform the tasks detailed in the recommended workflow below. If you have been granted access permission to Procore for subcontractor invoicing,  you will perform those tasks using the Commitments tool. 

Recommended Workflow for GCs

 

 

Accept or Decline an 'Invite to Bill' as an Invoice 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 Invoice Contacts to a Purchase Order or Subcontract
Add Invoice 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
INVOICING
INVOICING
Add an 'Invoice Contact' with the Commitments or Payment Applications tool?
Add an 'Invoice Contact' with the Co...

 

Add Invoice Contacts to a Purchase Order or Subcontract
Add Invoice Contacts t...
INVOICE CONTACT
INVOICE CONTACT
INVOICE ADMINISTRATOR
INVOICE ADMINISTRATOR
Who will create the new invoice?
Who will create the new invoice...
Optional Step
Optional Step
LEGEND
LEGEND
Invoice Administrator
Invoice Administrator
Invoice Contact
Invoice Contact
Commitments
Commitments
Invoicing
Invoicing

 

Create a New Invoice on Behalf of an Invoice Contact
Create a New Invoice o...

 

END
END

 

Send an 'Invite to Bill' to an Invoice Contact
Send an 'Invite to...

 

Revise & Resubmit an Invoice as an Invoice Contact
Revise & Resubmit an I...
REVISE & RESUBMIT
REVISE & RESUBMIT
Does the invoice contact want to submit an invoice for the current billing period?
Does the invoice contact want t...
RECEIVE EMAIL
RECEIVE EMAIL
ACCEPTED
ACCEPTED
 
Did the Invoice Administrator reject any line items on the invoice?
Did the Invoice Administrator...

 

END
END
DECLINED
DECLINED
 
Submit a New Invoice as an Invoice Contact
Submit a New Invoice...
Review an Invoice as an 'Admin'
Review an Invoice as a...

 

 

 

 

 

 

 

Prerequisites

Workflow Details

The details below are intended to be used by owners and main contractors. If you are a collaborator who has been granted permission to submit a payment application, please see the Notes below. 

  1. Add at least one (1) 'Payment Application' Contact' to the commitment using the tool of your choice:
  2. Create a billing period choosing one of these methods:
  3. Decide who can create payment applications on your project. You have these choices:
    • Create a payment application on behalf of your subcontractor
      Use this option if you do NOT want to provide your subcontractors with access to your Procore project. For instructions, see Create a Payment Application on Behalf of a Subcontractor.
    • Invite your subcontractor's 'Payment Application Contact' to create an payment application
      Choose this option if you would like to provide your subcontractor's 'Payment Application Contact' with access to create a payment application. For instructions, see Send Subcontractor Payment Application Invitations
       Note
      Did you receive an email invite to submit a payment application?  If you are a subcontractor who has been designated an the 'Payment Application Contact', you may have recevied an invitation to bill from Procore. To learn how to submit a payment application, see Create and Submit a Payment Application as a Subcontractor
  4. Review the submitted payment application. See Review Payment Applications as an 'Admin.'
     Note
    Was a payment application line item approved or rejected? If you are an 'Payment Application Contact' who has also been granted 'Standard' permission on a project's Commitments tool, you can check status of the line items on your payment application, see any comments left by the person who reviewed your payment application submission and adjust those line item amounts as need to resubmit your payment application for another review. To learn more, see Review Payment Applications as a Subcontractor.

Training Videos

Set Up Subcontractor Payment Applications (Requisitions) in Procore

Create and Submit Payment Applications (Payment Applications) for Subcontractors

Create, Review and Edit Payment Applications (Payment Applications) for Contractors

Log Payments Issued for Payment Applications (Payment Applications) for Contractors