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Procore (en-GB)

Configure Settings: Payment Applications

Objective

To configure the advanced settings for the project's Payment Applications tool.

Background

If your project team plans to use Procore's Payment Applications tool,  it is recommended that you configure the tool's settings before your team starts to create payment applications for the project. Payment Application settings controlled at the project level include:

  • Default Billing Period. The settings in this section let you define the default billing period for the payment applications tool. Completing this information gives Procore the ability to automatically complete the date fields in the window that appears when users click the +Create Billing Period button. 
  • Emails. The settings in this section let you add the body of an outgoing message on your invites and reminder messages. 
  • Other. The settings in this section let you choose to include a footer on your payment applications, to show or hide the amounts being claimed by subcontractors and also lets you decide if subcontractors are permitted to overbill. 

Things to Consider

  • Required User Permissions:
    • 'Admin' on the project's Commitments tool.
       Note
      Your ability to perform certain tasks with the Invoicing tool depends on the access permission you've been granted to the Main Contracts or Commitments tool, as well as the privacy and payment application contact settings set on each main contract or commitment that you are working with. To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Payment Applications.

Steps

  1. Navigate to the project's Payment Applications tool.
  2. Click the Configure Settings  icon.
  3. Update the settings as follows:
    invoicing-config-settings-default.png
    • Start Date/End Date. Enter which days of the month you want the billing period to begin and end. Completing this information gives Procore the ability to automatically complete the date fields in the window that appears when users click the +Create Billing Period button. 
    • Due Date. Enter which day of the month is the monthly due date. This is the due date that the subcontractor needs to create (not submit) the payment application by. If the due date has passed, the subcontractor cannot create a payment application, although an admin-level user can create one on their behalf. If the payment application has been created and the due date has passed, the subcontractor can still edit and submit the Payment Application if the status is in 'Draft' or 'Revise & Resubmit'. Completing this information gives Procore the ability to automatically complete the date fields in the window that appears when users click the +Create Billing Period button. 
    • Remind Subcontractors to Bill. Mark the box if you want to send reminder emails after sending billing invitations. You can select how often you want to send reminder emails in the Frequency field.
    • Custom Email Message. Enter any custom email text you want included in the emails sent to those invited to create a payment application.
    • Send a Digest of Under Review Payment Applications. Specify whether or not you want digest emails to be sent every week on Monday when a payment application has a status of Draft, Under Review or Revise and Resubmit. These emails will be sent to the people who are listed in the Payment Application Distribution drop-down field, located in the Default Distributions section of Commitment Settings. 
    • Notify Subcontractors when Payment Applications are Approved. Mark this field if you want notification emails to be sent to subcontractors when a payment application status is set to Approved or Approved as Noted.
    • PDF Footer Text. Text you enter here will appear in the footer of payment application PDFs created by a user with admin permissions. It will not appear on payment application PDFs created by a user with standard or read-only permissions. This field is useful for adding a statement regarding local regulations compliance.
    • Show Amounts Subcontractors Claim​​​​​​​. If you enable this setting, main contractors will be able to differentiate between what a subcontractor claims and what the main contractor approves.
      • Total Claimed Amount
         
        This amount reflects the 'Subcontractor Claimed this Period' column on the payment application's Detail tab. This value excludes retention. 
      • Total Approved Amount (excluding retention)
        This amount reflects the 'Work Completed this Period' plus 'Materials Presently Stored' on the payment application's Detail tab. 
      • Line-by-line claimed and approved amounts in the detail table
      • The overall comment for the payment application
      • Reasons for Difference
        This table includes comments on individual line items where there was a difference between the claimed and approved amounts. For information about adding comments, see Review Payment Applications as an Admin.
    •  Limited Release
      flag-australia.png In Australia and New Zealand, enabling this setting will also let main contractors create a payment programme PDF in response to subcontractor's payment application. See Review Payment Applications as an Admin.  To create a payment programme, See Create a Payment Programme
    • Allow Over Billing. Mark this box if you want to allow the subcontractor to bill over 100%. This included in the PDF.
  4. Click Update.