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Configure Settings: Payment Applications

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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' level permissions on the project's Commitments tool.
       Notes
      • Access permissions to the Payment applications & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding or Main Contracts tool. Procore tool names vary, depending on the language or point-of-view dictionary configured in Procore. See What dictionaries and languages are available in the Procore web application?
      • If you are a collaborator (for example, an payment application contact employed by a company performing work on a project managed in Procore, your ability to perform invoice-related tasks is determined by the Procore company account holder. Settings that the account holder may choose to provide to you include:
        • A Procore User account.
        • Access permissions to the project's Commitments and/or Client Contracts, Funding or Main Contracts tool.
        • Membership on the 'Private' list of a specific contract or funding
        • Designated as an 'Invoice Contact' on the contract or funding.

Steps

  1. Navigate to the project's Invoicing tool.
  2. Click the Configure Settings icons-settings-gear.png icon.
  3. Under Settings, you have these choices:

Configure the Default Billing Period

Under the Default Billing Period section, set the default date range and due date for Procore to use when automatically creating new billing periods. Always click the Update button when you are ready for your changes to go into effect.

invoicing-default-billing-period.png

  • Start Date
    Select the calendar date of the month for the billing period to begin. Procore uses this setting to:
    • Automatically complete the From' date when you create a manual billing period. See Create Manual Billing Periods. Users can change this date when creating a billing period.
    • Automatically complete the 'Start Date' when Procore creates an automatic billing period. See Create Automatic Billing Periods.
    • Procore's default 'Start Date' is the '1st of the month'. You can change this setting to any date that you want. 
  • End Date
    Select the calendar date of the month for the billing period to end. Procore uses this setting to:
    • Automatically complete the To' date in a manual billing period. See Create Manual Billing Periods. Users can change this date when creating a billing period.
    • Automatically complete the 'Start Date' when creating an automatic billing period. See Create Automatic Billing Periods.
    • The default 'End Date' is the '31st of the month'. You change change this setting to any date that you want. 
  • Due Date
    Select the calendar date of the month to indicate the date the payment application should be submitted to the company paying for the work completed on the payment application. Procore uses this setting to:

Configure the Payment application Email Options

Under the Emails section, set the optional default settings for the Payment applications tool's email notification messages. Always click the Update button when you are ready for your changes to go into effect.

invoicing-email-settings.png

  • Optional: Invitation & Reminder Custom Message
    Type a message in this box. This text will be included in both the 'Invite to Bill' and automatic reminder emails that Procore sends to your payment application contacts. See Send an 'Invite to Bill' to a Payment Application Contact. 
  • Optional: Remind Subcontractors to Bill
    Toggle this option ON to send an automatic reminder email to your payment application contacts. The default setting is OFF. Then set the cadence of those emails by selecting Every Day, Every 2 Days,  or Every 3 Days from the Frequency drop-down list. After the 'Due Date' on a payment application passes, Procore automatically stops sending reminder messages. 
  • Optional: Send a Digest of Under Review payment applications
    Toggle this option ON and select Weekly from the Frequency drop-down list to send a weekly digest summary every Monday. The default setting is OFF. Payment applications for the current billing period are included in this digest message when they are in the Draft, Under Review or Revise and Resubmit status. Digest messages are sent to members of the 'Invoice Distribution' drop-down list, which is located in the Default Distributions section of the Configure Settings page in the Commitments tool. See Configure Advanced Settings: Commitments. 
  • Optional: Notify Subcontractors when Payment applications are Approved
    Toggle this option ON to automatically send a notification email to your payment application contact(s) when a payment application's status is changed to Approved or Approved as Noted by an payment application administrator. The default setting is OFF. See Review a Subcontractor Payment application as an Admin.

Configure the 'Other' Settings

Under the Other section, you have the choices below. Always click the Update button when you are ready for your changes to go into effect.

invoicing-other-settings.png

  • Optional: Sub Payment application PDF Footer Text
    Enter any text that you want to appear in the footer of a payment application PDF created by a user with 'Admin' level permissions on the Commitments tool. See Export a Subcontractor Payment application. This field is useful for adding a statement regarding local regulations compliance.
     Important
    The 'Sub Payment application PDF Footer' text only appears when a user with 'Admin' level permissions on the project's Commitments tool generates the PDF. It does NOT appear on any PDF generated by a user with 'Read Only' or 'Standard' level permissions on the Commitments tool.
  • Optional: 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.
     Note
    flag-australia.png In Australia and New Zealand, enabling the 'Show Amounts Subcontractors Claim' setting will also let main contractors create a payment programme PDF in response to the payment application. See Review a Subcontractor Payment application as an Admin.  To create a payment programme, See Create a Payment Programme.
    • Total Claimed Amount
             This amount reflects the 'Proposed Amount' column on the payment application's Detail tab. This value excludes retention. 
    • Total Approved Amount
      This amount reflects the 'Work Completed this Period' plus 'Materials Presently Stored' on the payment application's 'Detail' tab. This value also excludes retention. 
      • 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 a Subcontractor Payment application as an Admin.
  • Allow Subcontractors to Over-Bill. Toggle this option ON to allow Procore users to submit a payment application when a payment application has line items that exceed 100% of the budgeted amount. Amounts over 100% of the budgeted amount are included in the payment application PDF. To learn more, see Allow or Prevent Overbilling on a Subcontractor Payment application.