To create a subcontractor payment application for the release of retention.
Things to Consider
- Required User Permissions:
- To create an payment application to release retention before or after the billing period's 'Due Date' has passed, 'Admin' level permissions on the project's Commitments tool.
- To create an payment application to release retention before the billing period's 'Due Date', 'Standard' level permissions on the project's Commitments tool and you must be added to the purchase order or subcontract as an 'Payment Application Contact.' This automatically adds your name to the 'Private' drop-down list.
- To modify the retention amount to release on an payment application before the billing period's 'Due Date', 'Read Only' level permissions on the project's Commitments tool and you must be added to the purchase order or commitment as an 'Payment Application Contact.' This automatically adds your name to the 'Private' drop-down list. Note: You do NOT have permissions to change the status of an payment application and you will only have access to use the 'Submit for Review' button in the payment application.
- 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:
- To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.
- Create a subcontractor payment application and save it as a 'Draft'.
- Navigate to the project's Invoicing tool.
- Click the Subcontractor tab.
- Locate the payment application that you want to update and click its link to open it.
- Under the Summary tab, verify that the information is updated.
- Click the Detail tab.
- Click Edit.
- Scroll to the Retention columns in the table.
- Under the Retention - Released this Period section, enter an amount to show the retention being released this billing period.
- Under the Retention - Currently Retained column, the system automatically updates the retention amount that is being withheld.
- Optional. If the contractor will create a payment programme once the payment application is approved, enter the amounts for the work you are claiming this period in the Subcontractor Claimed This Period column.
Note: In order for the 'Subcontractor Claimed This Period' column to appear, the payment programme feature must be enabled in the Invoicing tool’s configuration settings. See Configure Settings: Invoicing.
- Click Save.
- Optional. If the payment application administrator requires you to include a signed copy of the PDF, complete the following steps:
- Choose Export > PDF.
- Sign the PDF.
How do you add a signature to a PDF? Depending on your specific business requirements, there are different options you can evaluate to determine the best option for you:
- Wet Signature. You can print out the exported PDF file and add a physical signature. Then use a scanner or camera to capture the signed document and add it to your payment application an attachment.
- Electronic Signature. You can add a digital or electronic signature to the payment application. There are a variety of third-party software vendors, such as DocuSign© and Adobe® Acrobat™, that provide signature capabilities for PDF files. After you sign the document, add it to your payment application as an attachment.
- Click the Summary tab.
- Click Edit.
- In the Attachments section, upload any required backup documentation, such as lien waivers and the signed export PDF.
- Choose from the following options:
- If you are ready to submit the payment application to the contractor, click submit for Review. This changes the payment application status to Under Review.
- If you are NOT ready to submit the payment application, click Save. This sets the payment application status to Draft.
Note: Once you submit the payment application to the contractor, you will no longer be able to edit it unless the contractor changes the status Revise & Resubmit.