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:

Payable Payment applications. In Procore, your accounts payable payment applications are called subcontractor payment applications. Subcontractor payment applications are created in the project's Commitments tool within your project's purchase orders and subcontracts. They are used by your downstream collaborators or submitted by you on behalf of your downstrem collaborators, to request paymen for the work they perform on your project. See What is an downstream collaborator?
Receivable Payment applications. In Procore, your accounts receivable payment applications are called main contract payment applications. Main contract payment applications are created in the project's Main Contracts tool within your project's main contracts. They are used by your team to bill for the work you perform for your upstream collaborator(s). See What is an upstream collaborator?

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

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:

Add at least one (1) payment application contact to the purchase order or subcontract using either one (1) of these tools:
- Commitments. For instructions, see Add Payment application Contacts to a Purchase Order or Subcontract
- Payment applications. For instructions, see Add Payment application Contacts to a Purchase Order or Subcontract.
Create a billing period using the Payment applications tool:
- Create Manual Billing Periods
- Create Automatic Billing Periods
Decide who can create payment applications for your Procore project's commitments. Your team has these choices:
- Create a payment application on behalf of an 'Invoice Contact'
  Choose this option if you do NOT want to provide your collaborators with access permission to submit payment applications directly into your Procore project. This option requires you to enter the payment application information on behalf of your collaborators. For instructions, see Create a Payment Application on Behalf of a Payment Application Contact.
- Send an 'Invite to Bill' to a Payment Application Contact
  Choose this option if you want your collaborators to submit their own payment applications directly into your Procore project. This option lets the designated 'Invoice Contact' on a commitment access the 'Create New Payment application' form from an email invitation sent to that user's Procore email address. For instructions, see Send an 'Invite to Bill' to a Payment Application Contact.
  - If you receive an invite to bill, you can accept or decline the invite from the email. See Accept or Decline an 'Invite to Bill' as a Payment Application Contact.
    - If you accept the invite, you are taken to Procore when you can follow the steps in Submit a New Payment application as a Payment Application Contact.
    - If you decline the invite, you will not create a payment application for the billing period at this time. To learn how to decline a payment application, see Accept or Decline an 'Invite to Bill' as a Payment Application Contact.
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 + UndefinedNameError: reference to undefined name 'integrations_sageintacct' (click for details) Callstack: at (products/online/user-guide/project-level/invoicing/tutorials/about-subcontractor-invoices), /content/body/div[4]/div[2]/table/tbody/tr[7]/td[1]/span, line 1, column 1	Send Subcontractor Payment Applications to ERP Integrations for Accounting Acceptance
Procore + UndefinedNameError: reference to undefined name 'integrations_mri' (click for details) Callstack: at (products/online/user-guide/project-level/invoicing/tutorials/about-subcontractor-invoices), /content/body/div[4]/div[2]/table/tbody/tr[8]/td[1]/span, line 1, column 1	Export Subcontractor Payment Applications from Procore to UndefinedNameError: reference to undefined name 'integrations_mri' (click for details) Callstack: at (products/online/user-guide/project-level/invoicing/tutorials/about-subcontractor-invoices), /content/body/div[4]/div[2]/table/tbody/tr[8]/td[2]/a/span, line 1, column 1
Procore + UndefinedNameError: reference to undefined name 'integrations_acumatica' (click for details) Callstack: at (products/online/user-guide/project-level/invoicing/tutorials/about-subcontractor-invoices), /content/body/div[4]/div[2]/table/tbody/tr[9]/td[1]/span, line 1, column 1	Export Subcontractor Payment Applications from Procore to UndefinedNameError: reference to undefined name 'integrations_acumatica' (click for details) Callstack: at (products/online/user-guide/project-level/invoicing/tutorials/about-subcontractor-invoices), /content/body/div[4]/div[2]/table/tbody/tr[9]/td[2]/a/span, line 1, column 1