Skip to main content
Procore (en-GB)

Review a Subcontractor Payment Application as an Admin

 Coming Soon

Procore will soon be replacing the 'Sub Job' and 'Cost Code' columns with the 'Budget Code' Column in the 'Subcontractor BOQ' tab in your project's purchase orders and subcontracts. Procore will also be adding a 'Budget Code' drop-down list in the 'Maps To' section of the 'Add Horizontal Markup' and 'Add Vertical Markup' windows.

Objective

To approve or reject the line items on a subcontractor payment application as an payment application administrator using the project's Invoicing tool. 

Background

If you are responsible for managing your project's subcontractor payment applications and ensuring the payment applications you receive are accurate, you have the ability to approve or reject the payment application line items individually. To navigate to the subcontractor payment application in Procore, your Procore user account will need to be assigned the appropriate permissions. Once those permissions are assigned, you can navigate to the payment application using either the project's Commitments tool or the project's Invoicing tool. This tutorial shows you how to review your project's payment applications using the Invoicing tool. 

Things to Consider

  • Required User Permissions:
    • To review a subcontractor payment application as an admin from the Invoicing tool, 'Admin' level permissions on the project's Commitments tool. 
  • Additional Information:

Steps

  1. Navigate to one of the project's Payment Application tool. 
  2. Click the Subcontractor tab. 
  3. Locate the purchase order or subcontract that contains the payment application you want to review. Then click View
  4. In the purchase order or subcontract, click the Payment Applications tab.
  5. In the 'Payment Applications (Payment Applications)' table, locate the payment application to review. Then click View.
  6. Click the Detail tab.
  7. Click the Edit button.
  8. In the Line Items table, approve or reject each line item on the payment application as follows:
    • To approve a line item, click the GREEN checkmark so it appears in a circle icon-inspections-pass.png. This indicates you have approved the line item. 
    • To reject a line item:
      • Click the RED 'x' so it appears in a circle icon-inspections-fail.png.  
      • Enter a reason in the Leave a Reason Why box.
        payment application-detail-leave-a-reason-why.png
         Important
        • Comments entered in the 'Leave a Reason Why' box are NOT included in the automated email sent to the payment application contact. However, you can export a PDF that includes a 'Reasons for Difference' table that shows the comments as entered. See Export a Subcontractor Payment Application.
      • Press ENTER to submit your explanation for rejecting the line item. 
         Notes
        • If you have enabled the Enable Subcontractor Proposed Amounts option in Commitment Settings, the 'Subcontractor Claimed This Period' column appears. To learn more, see Create a Payment Programme.
        • The 'Subcontractor Claimed This Period' column can reflect what an payment application contact submitted, a user with 'Admin' level permissions can adjust the 'Work Completed This Period' and 'Materials Presently Stored' columns separately to set the appropriate amounts.
  9. Click Save
  10. In the Finish Review popup window, update the status as needed and add any information in the Overall Comments box.

    finish-review-popup.png
  11.  Click Update to complete the review.
     Notes
    • If you rejected any of the line items, Procore automatically sets the status to Revise and Resubmit.
    • If you approved all of the line items, Procore automatically sets the status to Under Review

 

If you would like to learn more about Procore’s invoice management software and how it can help your business, please visit our construction invoice management software product page here.