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Procore (en-GB)

Create and Submit a Payment Application as a Subcontractor

Objective

To create an payment application as a subcontractor and submit it to your general contractor using the project's Commitments tool. 

Background

In Procore, there are two types of financial commitments that end users can create using the Commitments tool:

  • purchase order. This is a legal request to order a good or service from a buyer. A purchase order is often used for smaller value goods and services. See Create a Purchase Order
  • subcontract. This defines the legally agreed-upon pricing and conditions of a purchase of goods or services. A subcontract is often created for larger value goods and services. See Create a Subcontract.

Related to purchase orders and subcontracts, is an payment application. An payment application is an itemized list of goods or services provided by a contractor that includes a statement of a sum due. In Procore, there are two types of payment applications you can create in the Commitments tool:

  • An owner payment application is an itemized record of a financial transaction between a project owner and a company responsible for completing work. See Create an Owner Payment Application.
  • subcontractor payment application is an itemized record of a financial transaction between a subcontractor and their client (e.g., a main contractor). If you are a subcontractor, your general contract can invite you to bill them for work performed (as described in the Steps below) or they can Create a Payment Application on Behalf of a Subcontractor.

Things to Consider

  • Required User Permission:
    • To submit the payment application whether or not the 'Due Date' for the billing period has passed, 'Admin' permission on the Commitments tool. This permission is typically assigned to the main contractor.
      OR
    • To submit the payment application before the 'Due Date', 'Standard' permission on the Commitments tool. This permission is typically assigned to a subcontractor. 
      AND
    • To submit the payment application before the 'Due Date', 'Read-Only' permission on the Commitments tool. This permission is typically assigned to a subcontractor. 
      AND
  • Prerequisites:
  • Additional Information:

Steps

Submit from Email

  1. If the contractor has issued you an invitation to submit a  bill, you'll receive an email notification like the one shown below.


     
  2. Under the Do you want to bill this period? area, choose one of the following:
    • If you want to submit the payment application, click Yes. Then click Post Response and continue with step 3.
      OR
    • If you are not ready to submit the payment application, click No. Then click Post Response
      Note: If you change your mind after posting your response, you can update your response to the invitation if the 'Due Date' has not yet passed and the contractor who sent you the invitation has the 'Billing Period' set to 'Open'. To do this, click Do you want to bill this period? again, choose Yes, and then click the Post Response button. 
  3. At the Create New Payment Application page in Procore, the Period Start, Period End and Billing Date is pre-filled with what the contractor set. Enter the payment application number, if applicable.
  4. In the Detail section, enter either your percent complete or amount complete for each line item in your original bill of quantities. See "For Commitments Formatted as Unit Quantity" and "For Commitments Formatted as Amount Based" in the See Also section below. 
  5. Enter the materials presently stored amount. This will be added to the percent complete for each line item. See "For Commitments Formatted as Unit Quantity" and "For Commitments Formatted as Amount Based" in the See Also section below. 
  6. In the Approved Commitment Variations section, repeat the process for each variation's line items by entering the percent or amount complete for each line item. Any new approved variations will automatically be added here.
    Note: You can only bill by line item on variations that have been created after 11/6/2016.
  7. Attach any required backup documentation, such as lien waivers.
    • If the contractor requires the Payment Application to be signed, complete the following steps:
      1. Click Save.
      2. Click Export and select PDF.
      3. Sign the PDF.
      4. Return to Procore and select the Summary tab.
      5. Click Edit.
      6. Attach the signed PDF.
  8. If you are not ready to submit to the contractor, click Save. This will set the status of the payment application to "Draft." If you are ready to submit it to the contractor, click Submit for Review. This will set the status of the payment application to "Under Review."
    Note: Once you submit the payment application to the contractor, you will not be able to edit it unless the contractor changes the status to Revise & Resubmit. 

Submit from Commitment

  1. Navigate to the commitment you want to create the payment application for.
  2. Click + Create Payment Application.
  3. Complete steps #2-8 above. 

For Commitments Formatted as Unit Quantity

  1. Fill in the following fields for each line items that will be paid for by the payment application:
    • This Period (qty): Enter the quantity for each line item for this period and the monetary value will automatically be calculated. If you prefer to enter a percentage value for work completed instead, enter the percent and the quantity for this period and the monetary value will automatically be calculated.  
  2. If you need to release retention:
    1. Complete Steps 6 & 7 above.
    2. Click Save.
    3. In the Detail subtab, click Edit.
    4. Released this Period (£): Enter the monetary amount of retention to be released this period.
    5. Finish Step 8 above.
  3. To save the payment application, click Save. To submit it for review, click Submit for Review

    For Commitments Formatted as Amount Based:

    1. Fill in the following fields for each line items that will be paid for by the payment application:
    • Work Completed (This Period): Enter the monetary amount of work completed in the payment application's pay period. If you prefer to enter a percentage value of work completed instead, click the calculator icon and enter the percentage and click Save. Procore will automatically translate the percentage of work into the equivalent monetary amount. 
    • Materials Presently Stored: Enter the monetary amount of materials presently stored on the jobsite or nearby storage facility that was not included in the costs for "Work Completed" (D and E ) columns. Please note that the values entered here will remain in this column on future payment applications until it is manually moved to Work Completed. See "How do I bill for Stored Materials?" in the See Also section below for more information.
    1. 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 of the payment application detail. In order for this column to appear, the payment programme feature must be enabled in the Payment Application tool’s configuration settings. See "Configure Settings: Payment Application" in the See Also section below.
    2. If you need to release retention:
      1. Complete Steps 6 & 7 above.
      2. Click Save.
      3. In the Detail subtab, click Edit.
      4. Released this Period - Work Retention (£): Enter the monetary value of work retention to be released this period.
      5. Released this Period - Materials Retention (£): Enter the monetary value of materials retention to be released this period.
      6. Finish Step 8 above.
    3. To save the payment application, click Save. To submit it for review, click Submit for Review