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Compile Subcontractor Payment application Backups with the Payment Applications Tool

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 For Procore Customers in the United States

flag-us.png  When your company applies the 'Owners English' or 'Speciality Contractors English' point-of-view dictionary, you'll see different tool names and term changes in the user interface. Learn how to apply the dictionary options. 

  • To learn the differences: Show/Hide      

    • This table shows the differences in tool names (bold) and terms across the point-of-view dictionaries for Project Financials. These dictionaries are available in US English only. The default dictionary is designed for main contractors, which means that you will need to work with your Procore Administrator at your company and your Procore point of contact to access the other dictionary options. 

      Main Contractors

      English (United States) - Default

      Owners

      English (Owner Terminology V2)

      Speciality Contractors

      English (Speciality Contractor Terminology)
      Payment Applications Payment Applications Progress Billings
      Owner Funding Owner
      Owner/Client Owner/Client MC/Client
      Main Contract Variation Funding Variation Client Contract Variation
      Main Contracts Funding Client Contracts
      Revenue Funding Revenue
      Subcontract Contract Subcontract
      Subcontractor Contractor Subcontractor
      Subcontractor Bill of Quantities (SBOQ) Contractor Bill of Quantities (CBOQ) Subcontractor Bill of Quantities (SBOQ)

Objective

To compile a subcontractor payment application backup as an payment application administrator. 

Background

An payment application backup generates a PDF copy of a contract's subcontractor payment applications and includes them in the backup file as PDF attachments. Users can compile backups in bulk, saving time and eliminating the need to export multiple payment applications and manually combine files. Backups can only be compiled from the Subcontractor tab of the Payment applications tool. 

Things to Consider

  • Required User Permissions
    • With the Procore + DocuSign© integration, Procore includes the signed DocuSign© payment application once the signature workflow is complete.

Prerequisites

Steps

  1. Navigate to the project's Invoicing tool.
  2. Click the Subcontractor tab. 
  3. Mark the tickboxes for the contracts for which you want to compile payment application backup.
     Note
    For a successful compile, place all of the contract's previously issued billing periods into the Closed status. See Edit Billing Periods. Never delete billing period if its linked to a payment application.
  4. Click Compile Payment application Backups.
    compile-invoice-backups.png
Example

This is an example of the email with the downloadable file link. For ease of identification, Proocore names the file: Subcontractor payment application backup - [project name] - [project number] - [date] - [time].pdf

sub-invoice-backup-notification.png

When compiling the PDF to include in a backup, Procore organises payment applications by 'Contract #' in ascending order and applies the 'Invoice Position' number as the secondary sort order. This ensures payment applications are clearly presented in logical order in the backup file.