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Create a Subcontractor Payment application on Behalf of a Payment Application Contact

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 For Procore Customers in the United States

flag-us.png  When your company applies the 'Owners English' or 'Speciality Contractors English' point-of-view dictionary, you'll see different tool names and term changes in the user interface. Learn how to apply the dictionary options. 

  • To learn the differences: Show/Hide      

    • This table shows the differences in tool names (bold) and terms across the point-of-view dictionaries for Project Financials. These dictionaries are available in US English only. The default dictionary is designed for main contractors, which means that you will need to work with your Procore Administrator at your company and your Procore point of contact to access the other dictionary options. 

      Main Contractors

      English (United States) - Default

      Owners

      English (Owner Terminology V2)

      Speciality Contractors

      English (Speciality Contractor Terminology)
      Payment Applications Payment Applications Progress Billings
      Owner Funding Owner
      Owner/Client Owner/Client MC/Client
      Main Contract Variation Funding Variation Client Contract Variation
      Main Contracts Funding Client Contracts
      Revenue Funding Revenue
      Subcontract Contract Subcontract
      Subcontractor Contractor Subcontractor
      Subcontractor Bill of Quantities (SBOQ) Contractor Bill of Quantities (CBOQ) Subcontractor Bill of Quantities (SBOQ)

Objective

To create a downstream payment application as an payment application administrator on behalf of an payment application contact. 

Background

If your company or project doesn't want to grant external collaborators access permission to your Procore project so they can submit their own payment applications, your team can collect the digital or paper payment applications from your payment application contacts outside of Procore. Once collected, payment application administrators can create them in Procore on each payment application contact's behalf. 

Things to Consider

  • Required User Permissions
  • Additional Information:
    • A payment application administrator can:
      • Create payment applications for all of a project's commitments.
      • Edit amounts on a Bill of Quantities when the payment application is in the Draft or Revise & Resubmit status. When multiple payment applications exist for one commitment during one billing period, you can only amounts on the latest payment application.
      • For users legally required to provide claimants with a payment programme, see  Export a Payment Programme.
      • Revise the 'Payment Due Date' on the payment application for Early Pay Programs.

Prerequisites

To perform the Steps in this tutorial, the payment application's commitment must have:

In addition, a payment application administrator must create a billing period for the payment application. See Manage Billing Periods. 

Steps

  1. Open the New Payment application Page
  2. Update the General Information Card
  3. Update the Bill of Quantities Card
  4. Update the Payment Details Card
  5. Add Attachments
  6. Save the Payment application
  7. Optional: Send a Payment Application with DocuSign© 

Open the New Payment application Page

Users always create payment applications in the project's Commitments tool. 

  1. Navigate to the project's Commitments tool.
  2. Find the commitment to create a payment application for in the 'Contracts' tab. 
  3. Click the Number link to open it. 

    open-a-commitment.png
     
  4. At the top of the commitment, click Create and choose Create Payment application from the menu.
     Tip
    Is the 'Create Payment application' option inactive? To learn why, hover your mouse cursor over the tooltip. This option only activates when Prerequisites are met. 
    create-create-invoice.png

    This opens the 'New Payment application for [Contract Number]' page so you can update the General Information card. 

Update the General Information Card

In the New Payment application page, update the General Information card. Once updated, continue by updating the Bill of Quantities. 

 Note
The element circled in ORANGE is only available with Procore Pay. 

sub-invoice-general-info-with-pay.png

new-sub-invoice-general-information-card.png

  • Learn how to update the General Information card as a payment application administrator: Show/Hide      

    • General Information Card

      This table details the elements in the 'General Information' card. An payment application administrator can update this information when creating or editing a payment application of behalf of an payment application contact. 

      Element Field Type Description Learn More
      Contract Company Read Only Shows the name of the subcontracting company designated as the 'Contract Company' on the commitment. To change the company name that appears:
      Status* Drop-down list Accept the default status (Draft) or select a different status from the drop-down list. 
      • When a payment application is ready for review, remember to change its status to Under Review.
      • Once reviewed, remember to change its status to Approved or Revise and Resubmit. 
      		 What are the default statuses for Procore payment applications?
      Payment Application # Alphanumeric text Procore automatically assigns payment application numbers in sequence using its default numbering system or the custom numbering system defined for your project's payment applications.  Read Can I customise the numbering system for financial objects in Procore? before changing this number. 
      Billing Period* Drop-down list Accept the billing period that appears by default or select any billing period from the drop-down list. 

      Note: Payment application contacts and users with 'Standard' level permissions on the Commitments tool can only select a billing period when a payment application is NOT already associated with it.       		 Only payment application administrators can Create Billing Periods.
      Billing Date* Calendar control Shows the billing date for the selected billing period. You can change the date for this payment application with the calendar control. Only payment application administrators can Create Billing Periods.
      Period Start* Calendar control Shows the start date for the selected billing period. You can change the date for this payment application with the calendar control. Only payment application administrators can Create Billing Periods.
      Period End* Calendar control Shows the end date for the selected billing period. You can change the date for this payment application with the calendar control.

      Note: To help project managers track how payment applications impact a project's budget, the 'Billing Period' date on a payment application aligns with the work performed on a project.      		 Only payment application administrators can Create Billing Periods.
      Billing Type: Progress Billing
             		 Option button Requires Procore Pay

      If the subcontractor is submitting progress billings for an ongoing project, choose this option.      		 When your company has Procore Pay, this setting works with the Payment applications Settings for Progress Conditional and Progress Unconditional lien waivers. See Enable Lien Waivers & Set Default Templates on Projects.
      Billing Type: Final Billing
             		 Option button Requires Procore Pay

      If the subcontractor is submitting a one-time payment application or if this is the final payment application for an ongoing project, choose this option.       		 When your company has Procore Pay, this setting works with the Payment applications Settings for Final Conditional and Final Unconditional lien waivers. See Enable Lien Waivers & Set Default Templates on Projects.
      Submitted Date Calendar control Select the date the payment application was submitted to your company by the subcontractor.  Typically, this is printed on the payment application that you received from the subcontracting company. 

Update the Payment Details Card

The 'Payment Details' card appears next to the 'General Information card for payment application administrators with Procore Pay.

Payment Details Card

To change the payment due date for this payment application, select a new date from the Payment Due Date calendar.

 
sub-invoice-payment-details-card.png

​​Update the Bill of Quantities Card

The data entry fields on a payment application's Bill of Quantities depend on the corresponding commitment's accounting method (Amount Based or Unit/Quantity Based). To learn more, see How do I set the accounting method for a contract? 

 Tips

Click here to view the steps for Amount Based data entry.  

Amount Based Data Entry

For Amount Based commitment contracts, use these steps to update a payment application's Bill of Quantities. 

 Tip
The payment application must be the most recent one and it must be in the Draft or Revise and Resubmit status.
  1. In the Bill of Quantities card, click one of these options:
    • To edit one or multiple line items, mark the Item Number tickbox(es) for the line item(s) to modify.
    • To edit all line items, mark the tickbox in the Item Number column header.
       Notes

      You can alternatively update the Bill of Quantities line-by-line. Do this by clicking one or more editable cells and entering your data directly.

      • Fields that accept direct data entry are: Work Completed This Period, New Materials Stored, Previous Materials Stored, Total Completed & Stored to Date (%), Work Retention This Period (£), Work Retention This Period (%), and Total Retention Released. 
      • If the Enable Stored Materials Retention setting is turned ON in the commitment's Advanced Settings tab, you can also enter data in the Materials Retention (£) column. This setting is turned OFF by default, which hides the column. 
  2. Click Edit Values. 
    This opens the Edit Values panel. 
  3. In the Edit Values panel, enter the values for this payment application billing period:

    sub-invoice-amount-based-edit-values.png
     
    • Optional. Work Completed this Period (%). Enter a value to define the percentage of work completed.
      Example
      Enter 25% in the Work Completed this Period (%) column. When you click Apply, Procore automatically calculates the values in the Total Completed & Stored to Date (£), Total Completed & Stored to Date (%), Balance to Finish, and Work Retention This Period (£) cells. It also applies updates the payment application totals.
    • Optional. Total Completed & Stored to Date (%). Enter a value for the percentage of materials installed and stored on the job site or in a storage facility. This entry represents all work and stored materials for this payment application billing period plus any payment application(s) submitted for this commitment in the past. 
      Example
      Enter 40% in the Total Completed & Stored to Date (%) column. When you click Apply, Procore automatically calculates the values in the Work Completed this Period(%), Total Completed & Stored to Date (£), Balance to Finish, and Work Retention This Period (£) cells. It also applies updates the payment application totals.
    • Optional. Work Retention this Period (%). Enter a value for the retention percentage to withhold. 
    • Optional. Total Retention Released (%). Enter a value for the retention percentage to release. 
  4. Click Apply to update the selected line item(s) in the Bill of Quantities.
    The system applies your updates to the selected line items and recalculates payment application totals.

    sub-invoice-updated-amount-based-line-items.png
     
  5. Repeat the steps to update all desired line items as needed.
  6. Click Save to save the updates.

Click here to view the steps for Unit/Quantity Based data entry.  

Unit/Quantity Based Data Entry

For Unit/Quantity Based commitment contracts, use these steps to update a payment application's Bill of Quantities.

 Tip
The payment application must be the most recent one and it must be in the Draft or Revise and Resubmit status.
  1. In the Bill of Quantities card, choose one of these options:
    • To edit one or multiple line items, mark the Item Number tickbox(es) for the line item(s) to modify.
    • To edit all line items, mark the tickbox in the Item Number column header.
       Note

      You can alternatively update the Bill of Quantities line-by-line. Do this by clicking one or more editable cells and entering your data directly.

      • Fields that accept direct data entry are: Total Completed & Stored to Date (£) and New Quantity.
      • If the Enable Completed Work Retention setting is turned ON in the commitment's Advanced Settings tab, you can also enter data in the Work Retention This Period (£), Work Retention This Period (£) and Total Retention Released columns. When this setting is turned OFF, these columns are hidden.
  2. Click Edit Values. 
    This opens the Edit Values panel. 
  3. In the Edit Values panel, enter the values for this payment application billing period:

    sub-invoice-edit-values-panel.png
    • Optional. Total Completed & Stored to Date (%). Enter a value to define the percentage of materials installed and stored on the job site or in a storage facility. This entry represents all work and stored materials for this payment application billing period plus any payment application(s) submitted for this commitment in the past.  See 
    • Optional. Work Completed this Period (%). Enter a value to define the percentage of work completed.
    • Optional. Work Retention this Period (%). Enter a value for the retention percentage to withhold. 
    • Optional. Total Retention Released (%). Enter a value for the retention percentage to release. 
  4. Click Apply to update the selected line item(s) in the Bill of Quantities.
    The system applies your updates to the selected line items and recalculates payment application totals.

    sub-invoice-updated-unit-qty-line-items.png
     
  5. Repeat the steps to update all desired line items as needed.
  6. Click Save to save the updates.
 

Add Attachments

  1. Scroll to the 'Attachments' section. 
  2. Choose from these options:
    • Click the Attach Files button. This opens the Attach Files dialogue box, where you can upload files from your computer. Click the Attach button when finished. 
      OR
    • Use a drag-and-drop operation to move the files from your computer or network into the 'Attachments area'. 

Save the Payment application

Click the Save button at the bottom of the 'New Payment application' page. 
Note: If workflows are turned on for subcontractor payment applications, you can also choose 'Save as Draft' to save your work and stay in the same workflow step.

Send a Payment Application with DocuSign©

Optional: If your project team wants to collect signatures on your payment applications using the Procore + DocuSign© integration, click the Send with DocuSign© button at the top of the page. To use this button, the DocuSign© integration must be enabled on the project (see How do I enable the DocuSign® Integration?) and the payment application must be in the Approved, Approved as Noted or Pending Approval status. To learn more about the DocuSign© integration and preparing envelopes for signature, see DocuSign®.

send-to-docusign.png