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Procore (en-GB)

Create a Record for a Payment Received

Objective

To create a record in the project's Invoicing tool for a payment received from an owner invoice.

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' on the project's Main Contracts 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.

Prerequisites

  • The project's main contract must be in the 'Approved' or 'Complete' status.

Steps

  1. Navigate to the project's Invoicing tool.
  2. Click the Owner tab.
  3. Locate the main contract. Then click View.
  4. Click Create Payment.
    create-payment-received.png
  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 in the 'Payments Received' column at the bottom of the page. 
    paymentsreceived2.png
  7. Click Save.
     Note
    • 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).