Skip to main content
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 Invoicing 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. This tutorial provides you with an introduction to the subcontractor payment application workflow in Procore. Payable payment applications are created in the project's Commitments tool, where your purchase orders and subcontracts are also created. 
  • Receivable Payment Applications. In Procore, your accounts receivable payment applications are called owner payment applications. The receivable payment application process works with the project's Main Contracts tool and also lets you base your owner payment applications on your subcontractor payment applications. 

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 first step of the invoicing process is to create your purchase orders and subcontracts and to designate an payment application contact for the subcontractors and vendors who will be billing you for the work they perform. The next step is for the person (or people) responsible for managing your project's payment applications to set up a billing period. In this documentation, we refer to that person as the payment application administrator. A billing period allows you to organise your payment applications—monthly, weekly or a custom length. 

For your project, you can choose to create the payment applications for your subcontractors and vendors or you have option to send your payment application contacts an 'Invite to Bill'—which is a courtesy reminder to submit the payment application by the due date. After the subcontractor payment applications are submitted, you can generate your project's owner payment applications based on your subcontractor payment applications. 

Workflow


ACCEPTED
ACCEPTED


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
Payment Applications
Payment Applications
Add an 'Invoice Contact' with the Commitments or Invoicing 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 Admin
Invoice Admin
Invoice Contact
Invoice Contact
Commitments
Commitments
Payment Applications
Payment Applications


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

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 Invoice Administrator
Review an Invoice as an In...


Limited Release
Submit a New Invoice as an invoice Contact
Limited Release...
Draft
Draft

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 one (1) of these tools:
  2. Create a billing period using the Invoicing tool:
  3. Decide who can create payment applications for your Procore project. Users have these choices:
  4. After the payment applications are created, a user with 'Admin' level permissions must review it. See Review a Subcontractor Payment Application as an 'Admin.'
    •  If you are an 'Payment Application 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 those line item amounts as needed to resubmit your payment application for another review. To learn more, see Revise & Resubmit an Payment Application as an 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™ Subcontractor payment applications cannot be synced at this time.
Procore + Sage 100 Contractor® Subcontractor payment applications cannot be synced at this time.
Procore + Sage 300 CRE® Export Subcontractor Payment Applications from Procore to Sage 300 CRE®
Procore + QuickBooks® Export Subcontractor Payment Applications from Procore to QuickBooks®

 

If you would like to learn more about Procore’s invoice management software and how it can help your business, please visit our construction invoice management software product page here.