Create a Record for a Payment Received

Background

An owner invoice is an itemized record of a financial transaction between a project owner and a company responsible for completing work. Typically, it is issued by a main contractor and submitted to a project owner to signal that payment is due for completed work. When you receive a payment from an owner,  you can create a record of that payment in Procore's Invoicing tool using the steps below. 

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Main Contracts tool.

     Notes

    • User permissions are NOT managed in the project's Invoicing tool. Instead, the Invoicing tool is designed for users with 'Admin' level permissions on the Main Contracts and/or Commitments tool. 
    • If you are a collaborator (for example, an payment application contact for a subcontracting company that is performing work for a main contractor managing your contract in Procore), your ability to perform payment application-related tasks is determined by the project team that controls these settings for your Procore user account: 
      • Your user account's permissions on the project's Commitments and/or Main Contracts tool.
      • Your membership on the 'Private' list of a specific main contract, purchase order, or subcontract.
      • Your designation as an 'Payment Application Contact' on a main contract, purchase order or commitment.
    • To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.

Prerequisites

• The project's main contract must be in the 'Approved' or 'Complete' status. See Approve a Main Contract.
• Create the payment application that you sent to the owner. See Create an Owner Payment Application.

Steps

1. Navigate to the project's Payment Applications tool.
2. Click the Owner tab.
3. Locate the owner payment application in the list. The click to open it.
4. Click Create Payment.
   
5. Complete the following fields:
   • Payment Application. Select the associated payment application from the drop-down list.
   • Date. Select a date that the payment was received. 
   • Payment #. Enter the payment number.
   • Payment Application #. Enter the payment application number for the payment, if applicable. 
   • Check #: Enter the check number for the payment.
   • Notes. Include any additional notes to provide details about the payment.
   • Amount. Enter the amount of the payment received. 
   • Attachments. Include any attachments related to the payment. For example, you might want to attach the check image or the payment application file. 
6. Click Add. The payment is listed under the 'Contract Summary Report' section in the 'Payments Received' column. 
   
7. Click Save.

    Notes

   • You will see a list of all payments received, which you can then export to a PDF by choosing Export > PDF. 
   • All payments received on the project are tracked in the Contract Summary Report in the Main Contract tool's General tab (see illustration below).

See Also

• Create an Owner Payment Application